Workflow à Setup à Requests à Request types
You can define two Remarks fields in a request, specifically the Remarks: Request and Remarks: Workflow fields. Both fields are meant for the user to type comments or remarks in the request. The differences between these two Remarks fields depend on the definition of each field. The default definition for each field is shown in the screenshots under Description.
The main purpose of the Remarks: Request field is for the creator of the request to type the request question or remark. Then, other actors of the request can add their remarks in the Remarks: Workflow field. The distinction between these two fields is that the Remarks: Request field can be configured for editing only by the creator of the request. However, if you want to use only one remark field, you can use either one of the fields and configure in which status the fields can be edited. You can also configure whether to "freeze" the previous remarks where the user can add new remarks but cannot edit the existing remark.
Text for URIs entered in the Remarks fields will be displayed as clickable hyperlinks in the request form when the fields cannot be edited or when the text is "frozen". The hyperlink is automatically created for URIs such as a URL that begins with "http://", "https://", or "ftp://" as well as email addresses such as "email@domain.com" ("mailto:" prefix is not needed). You can control the editing of a field in a particular request status by configuring the Edit section.
The different fields can also be useful for users searching requests in the system. For example, with proper definition of the fields, the Remarks: Request field can be configured only for the usage of the request creator. This ensures that any other comments from other actors in the request can only be made in the Remarks: Workflow field. In this situation, other users can use the request search function to search only for text in the Remarks: Request field. In a similar situation, users can also search for the text of the replies by other actors in the Remarks: Workflow field.
To create and modify the Remarks: Request or Remarks: Workflow field, function right 5 – Create request types, and edit request types without responsible or function right 232 – Edit all request types is required. Users with the General manager and HR roles have the first function right while the latter is reserved for users with the Administrator role.
However, the person selected as Manager of the request type in the General tab of the request type definition can add, remove, and configure request type fields without requiring any function rights.
Note:
The information in this document is based on product update 253.
Click this to save the customization of the current request type field.
Click this to remove the current field from the request type. This button is available only after a newly-added field is saved.
Click this to exit.
The following describes the settings specific to the Remarks: Request and Remarks: Workflow fields. For more information on the menu path, roles and rights, buttons, and other settings available in most request fields, see Customizing request type fields (Main document).
This displays the request field name. You cannot edit this information.
This displays a hyperlink with the ID and description of the request type where you are configuring this request field. You can click the hyperlink to view the request type definition.
Request fields are laid out automatically side by side in two columns in the request form. The actual placement of the field depends on the field position, the number of columns occupied by the field, and the number of columns occupied by the previous field. The placement is also dependent on whether the field is forced to be in the first column regardless of the number of columns used by the previous field.
The selection box shows the position numbers and the request fields currently in those positions. Select a position to move this request field into that position and move the field currently in that position to the next position.
Select 1 or 2 to define the number of columns this field will occupy in the request.
Select this check box to ensure that this field is placed in the first column regardless of the number of columns occupied by the previous field.
Type the text to be entered in the Remarks field of a newly-created request. A user can change the preset text unless you have disabled the editing of this field for a relevant status of the request in the Edit section.
If you set the field as "frozen" in the Edit section, the user can add new remarks but cannot edit the default remark. For example, you want every new request of this type to have explanatory text and the URL to a website at the top of the Remarks: Request field. In this case, type the text and URL in the Default field. In the Edit section, select Open and select Freeze (Creator) in the Edit box. When a request of this type is created, the request creator can type the remark or question but cannot edit the explanatory text and URL.
Click the Edit the label for this field and translate it to other languages icon to rename the label of this field in multiple languages. You can use simple HTML tags (including inline CSS styles) to enhance the label. For more information, see Customizing field names in multiple languages.
Note: By default, the translations are automatically filled in by the system.
Select Default, XXS, XS, S, M, L, XL, or XXL as the text size of the field label. The smallest is XXS and the largest is XXL. If you select Default, the font size is not specified.
Note: Each size, including Default, is relative and depends on the underlying system style of the current user (see Customizing Exact Synergy Enterprise) as well as the settings in the user's web browser. Technically, the sizes are relative CSS font sizes.
Select a color as the text color of this field label in the request type.
Select Normal, Bold, Italic, or Underline to set the text of this field label to this text style.
Note: If you select Normal, the text style of the label depends on the underlying system style of the current user (see Customizing Exact Synergy Enterprise) as well as the settings in the user's web browser. Technically, the text style selected sets the inline CSS style of the field label text.
Select the relevant check box(es) to set the field visible in each status of the request:
Select the relevant check box(es) to enable the field for editing in each status of the request:
Select the person who can edit the field in the request:
Note: The Remarks: Request field cannot be edited if Current or Freeze (Current) is selected. The field can only be edited if Everyone or Freeze (Everyone) is selected. However, the Remarks: Workflow field can be edited only if Current or Freeze (Current) is selected.
Select the relevant check box(es) to set the field as mandatory in each status of the request: