Customizing request type fields - Remarks: Request & Remarks: Workflow
Menu path
Workflow à Setup à Requests à Request types
Introduction
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.
Roles and rights
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:
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For more details on function rights, go to System à Setup à Security à Function rights.
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For more details on roles, go to System à Setup à Security à Roles.
What version are you using?
The information in this document is based on product update 253.
How do I customize the request type fields?
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On the Workflow: Request types page, click New, or open an existing request type from the All request types section.
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Click the Fields tab.
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Click Remarks: Workflow or Remarks: Request in the Name column.
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On the Request: Field page, define the fields.
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Click Save, and then Close to exit.
Buttons
Save
Click this to save the customization of the current request type field.
Delete
Click this to remove the current field from the request type. This button is available only after a newly-added field is saved.
Close
Click this to exit.
Fields
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).
- Search keyword: Type "remarks" in the Name box and click Refresh. Click the Remarks: Request or Remarks: Workflow field to add and configure the field in the request type.
- Automatic label: In a generated request form, the automatic label is "Remarks: Request" for Remarks: Request and "Remarks: Workflow" for Remarks: Workflow.
General section
Field
This displays the request field name. You cannot edit this information.
Request type
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.
Position section
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.
Position
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.
Columns
Select 1 or 2 to define the number of columns this field will occupy in the request.
Front
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.
Default section
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.
Label section
Text
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.
Size
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.
Color
Select a color as the text color of this field label in the request type.
Style
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.
Visible section
Select the relevant check box(es) to set the field visible in each status of the request:
- New - Select this check box to make the field visible when the request is being created.
- Realised - Select this check box to make the field visible after the request is realized.
- Open - Select this check box to make the field visible when the request is in the Open status.
- Processed - Select this check box to make the field visible after the request is processed.
- Approved - Select this check box to make the field visible after the request is approved. This setting is not applicable to requests that do not require approval.
- Rejected - Select this check box to make the field visible after the request is rejected.
Edit section
Select the relevant check box(es) to enable the field for editing in each status of the request:
- Open - Select this check box to enable editing of the field when the request is in the Open status.
- Realised - Select this check box to enable editing of the field after the request is realized.
- Approved - Select this check box to enable editing of the field after the request is approved. This setting is not applicable to requests that do not require approval.
- Processed - Select this check box to enable editing of the field after the request is processed.
- Rejected - Select this check box to make the field visible after the request is rejected.
Edit
Select the person who can edit the field in the request:
- Creator - Select this option to enable only the creator of the request to edit the field depending on the status when the field is available for editing.
- Current - Select this option to enable only the current actor(s) of the current request status to edit the field depending on the status when the field is available for editing. For example, if the request is in the Realize status and the field is available for editing in the Open or Approved status, only the person or people who must realize the request can edit this field.
- Everyone - Select this option to enable a person with editing rights to the request to edit the field regardless of the current actor(s).This is dependent on the security level of the person and the request status when the field is enabled for editing.
- Freeze (Creator) – Select this option if you do not want the creator of the request to edit the field.
- Freeze (Current) – Select this option if you do not want the current actor(s) of the current request status to edit the field.
- Freeze (Everyone) – Select this option if you do not want the person with editing rights to the request to edit the field.
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.
Mandatory section
Select the relevant check box(es) to set the field as mandatory in each status of the request:
- Open - Select this check box to make this field mandatory when the request is in the Open status.
- Realise - Select this check box to make the field mandatory when the request is to be realized.
- Approve - Select this check box to make the field mandatory when the request is to be approved.
- Process - Select this check box to make the field mandatory when the request is to be processed.
- Reject - Select this check box to make the field mandatory when the request is to be rejected.
Related documents
Main Category: |
Support Product Know How |
Document Type: |
Online help main |
Category: |
On-line help files |
Security level: |
All - 0 |
Sub category: |
Details |
Document ID: |
15.566.546 |
Assortment: |
Exact Synergy Enterprise
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Date: |
09-06-2014 |
Release: |
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Attachment: |
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Disclaimer |