Creating Data Fields
In addition to the fields normally found on the General Panel of the Workflow
Record page, Intranet Quorum lets you define unique fields for
a workflow. When defined within a workflow template, these unique fields
appear on the General and the
Data Fields panels of the Workflow Record page. You can make data
fields editable or display-only for a step by selecting the appropriate
option on the Edit
Step page.
A few examples of data fields include an ID#
field, a referral date field, a counter field, and a position field. You
can use data fields as fill-ins in form letters. You can also use them
as routing conditions when setting up auto
rules (for example, if data field "Type" = Tour Request,
route to Sally).
To create a data field,
select the Add Field action on
the Data Fields panel of the Workflow Template Record page.
To edit an existing
data field, click the Field Name
on the Data Fields panel
of the Workflow Template Record
page.
Add new information or change existing information in
fields on the Edit
Data Field for WF Template page.
To copy a new or existing
data field follow the above and then select the Save
and Copy button at the bottom of the Edit
Data Field for WF Template page.
Note that when you create a new data field for an existing
workflow template, the new field is available in all existing workflows
that were created using the template. The new data field will appear in
the workflow record for those workflows and will be empty. Also, you can
not delete a data field that has been used in a workflow.
This page lets you enter the specifications of the data
field. Enter data in the following fields as appropriate to define the
type and appearance of the data field.
Field
Name – Type
the name of the data field without any spaces, single quote, double quotes
or dollar sign. This field is limited to 30 characters and is used in
the Workflow Builder to access and change data field information. It does
not appear in data fields in the Workflow
Record or Search
Results page. This field name, however, is displayed in the bottom
left corner of the Internet Explorer status bar when you place your mouse
cursor in any user-defined data field in a workflow record. Once the workflow
template has been used, the field name cannot be changed.
Label
– Type the field
label to appear on the General or Data Fields panel of the Workflow record.
You can use HTML
tags to change the font size, color, and appearance of the label.
Tool Tip –
Text entered in this field appears as in
a small box when a user hovers the mouse cursor over the Data Field. Note
that the mouse cursor must be placed on the field, rather than the label.
Tool tips up to 4000 characters are allowed, though for practical purposes,
they should be kept as short as possible. If more
than 4000 characters (including spaces) are entered, IQ displays a message
that only 4000 characters are allowed and the number of characters that
were removed.
Displaying
Format – Allows
you to arrange the placement of data fields on the General
or Data Fields panel by selecting
one of the following options which are available for data fields that
are not part of a Group:
Add
a new row to the current column of the current data section - This
is the default option, which displays data fields in a vertical list.
Add
a new column to the current data section - Select this option If
you have a large number of data fields that you want to arrange in multiple
columns within the same data section.
Add
a new data section - Select this option to begin a new section
of data fields.
Add
a new tab - Select this option to create a tab label for a framed
section of data fields.
Exit
current tabs - Select this option if you want to display additional
data fields below a framed tab section.
The following display options are available for data
fields that are part of a Group:
Add
a new group column (or start the group) - Select this option to
begin a new group or add another field to the same group.
Add
a new data section (one field per data section) - Select this option
to begin a new data section for an existing group.
Type –
Use the Type field to define
the type of data that users can enter in the data field. Click in this
field and select one of the following:
Label
Only – use this
type to create a label without a data-entry field. Labels let you group
data fields with section or column headings. As with all data field labels,
you can use HTML tags to change the font size, color, and appearance of
the label. Note: You can also
use the Label Only data field
type to create an iframe to display workflow related mail records in the
Workflow
Record page. Contact your Lockheed Martin IT Consultant or
Tech Support for assistance with this feature.
Date
– use this type
when users will enter a date in the data field. When you select this type,
a calendar icon appears next to the data field on the General
or Data Fields panel for selection
of a date. You can set a restriction to require the entered date to be
greater than (>), greater than or equal to (>=), equal to (=), less
than (<) or less than or equal to (<=) the Current Date, Workflow
Open Date, Workflow Due Date, Step Due Date or Step Remind Date. Click
in the first Restriction field
and select the relator and then click in the second field to select the
appropriate date field.
Number –
use this type when users will enter numeric characters only in
the data field. When Number is
selected, three additional fields Allow Comma, Decimal Precision and Max Length are displayed. The Allow
Comma and Decimal Precision
settings are not applied to EXISTING data fields and can not be used when
Multi-Valued
is set to Yes.
Allow Comma – Select Yes
to allow commas to be entered in the number data field (i.e. 2,000).
Decimal Precision – Allows you to control
the number of decimal places from 0 to 6. For example, if 2 is entered
for Decimal Precision and 20.000 is entered in the number data field,
IQ will automatically trim the number to 2 decimal places. So 20.000 would
be changed to 20.00. Likewise, if a user enters 2,000 in the data field,
IQ will automatically add the decimal. So 2,000 would be changed to 2,000.00.
Number data fields are entered and displayed right justified.
Max
Length –
Allows you to control the maximum number of characters that
can be entered into a number data field. This is enforced by displaying
a message once the user has reached the maximum length. If the user exceeds
the maximum length, then IQ will display a message with the number of
characters that were removed.
String
Format –
This field lets you format data that's entered in the field. You
can use the following special characters: ( )
. \ / or -. Use n or 9 to require numbers and + to
enter a space. For example, if you enter (nnn)+nnn-nnnn
in this field, when 7037981234 is typed in the workflow field, parentheses,
a space and a dash are automatically added, and the string is changed
to (703) 798-1234. Enter nnn-nn-nnnn to change a Social
Security number entry from 301484888 to 301-48-4888.
Max
Length –
Allows you to control the maximum number of characters that can
be entered into a string data field. This is enforced by displaying a
message once the user has reached the maximum length. If the user exceeds
the maximum length, then IQ will display a message with the number of
characters that were removed.
BLOB
String – use
this type when users need to enter text or alphanumeric information in
the data field that is greater than 4,000 characters. Note:
Once a Data Field is defined as a BLOB String, it cannot be changed to
another type.
Width –
Type the width of the data field as you want it to appear on the
General and Data
Fields panels. You will be able to enter an unlimited amount of
data in this field, but the display will be limited to the width of the
field. All data entered in this field will wrap in a column that's the
width you've entered. Note that if you define valid values for entry in
a field, you cannot change the width.
Depth –
Type the depth of the data field as you want it to appear on the
General or Data
Fields panel. If you leave this field blank, the depth defaults
to one line. If you define valid values for entry in a field, you cannot
change the depth. If you enter a depth of more than one line, the field
appears with a scroll bar and the amount of data that can be entered is
unlimited. However, only the number of lines that you enter in this field
will appear at one time.
Valid Value and Translation
– Provide a list
of valid values that users can select from for entry in the data field.
This limits what can be entered in the field and provides consistency.
You may enter up to 4,000 characters in this field. The Multi-Valued field at the bottom of this
page lets you indicate whether or not the user will be able to select
multiple values from the field. There are two ways to provide users with
valid entries:
Create
your own entries for this field by typing the entry value and its
translation in the format Value=Translation
to allow for entry of codes. For example, if you enter AF=Air Force Academy, N=Naval Academy, and so forth,
you can simply type A or N in the data field to enter
the code and translation information. Type each value and translation
on a separate line. If the value and translation are different, both appear
in the data field drop-down list, separated by a dash. If the value and
translation are the same, just type the value, for example Naval Academy,
without the equal sign (=). Note:
To display a blank value for the first option in a drop-down list, type
just an equal sign (=) on the first line of this field. This is used in
conjunction with the Select List
option for the Display
Type of multi-valued data fields.
Use
an existing translation table for entries in this field by entering
the following statement: @getxlate.table.value.translation.
You'll need to replace "table" and "value" with the
appropriate information. For example @getxlate.state_xlate.id.translation
will provide a drop-down list of states. In addition, you can create Data
Fields to apply Record Security profiles at different steps in a workflow.
IQ also provides the ability to create custom workflow code files that
can be used in conjunction with workflow data fields to create a parent/child
relationship between two data fields. Your IT Consultant can provide you
with table names, values and record security profiles needed to set up
these types of drop-down lists.
Note:
You can use the Rearrange Fields
action on the Data
Fields panel of the Workflow Template record to change the
order in which you want the fields to appear on the General
and Data Fields panel of the Workflow
record page. In addition, the Move Fields
action is available when you select one or more data fields. This action
displays a dialog with a drop-down list of all the existing data fields
and their position number, so that you can select which data field you
want the selected data field(s) to be placed before.
Allow Input Popup
–
Click in this field and select Yes
if you would like to allow the entry of a value that is not in the drop-down
list for a Data field. The entry is not added to the available list of
values. Note: This field is hidden
if the data field is defined as multi-valued.
Default Value – Use this field to set
a default value or values for the data field. Multiple default values
can be entered on separate lines to "prompt" users to enter
data on separate lines. The value(s) you enter in this field appear in
the data field on the General
or Data Fields panel when you
create a new workflow using this template.
Archived –
Click in this field and select Yes
to archive the data field. Once you enter data in a workflow data field,
you cannot delete that field from a template. Archiving provides a way
to de-activate an obsolete data field. After you've archived a data field
in a template, new workflows created with that template will not contain
the archived field. Existing workflows that were created before the field
was archived, however, will contain the data field.
Show in Workflow Search
Results – Click
in this field and select Yes
to show this data field on the Workflow
Search Results page.
Show in People Summary
– Click in this
field and select Yes to show
this data field on the Workflow
panel of the People record page.
Spell Check – Click in this field
and select Yes to make the spell
check icon available for this data field on the General
or Data Fields panel. This will
let the person entering information in the data field check it for spelling
errors. The Spell Checker is not available for data fields with a Type
of Date or
Number, or for fields
requiring entry of a valid value. For either of these conditions, if you
select Yes, your selection is
saved as No.
Multi-Valued
–
Click in this field and select Yes
to allow entry of multiple values in a data field. You must also set the
Depth field to equal the number
of values you've entered in the Valid
Value and Translation field. If you select No
in this field, the data field allows entry of only one value. Note:
IQ will display a warning message if Allow
Comma is set to Yes or
Decimal Precision is selected
for Number
data field type and you select Yes
for Multi-Valued. You must either
remove the Allow Comma and Decimal Precision or select No
for Multi-Valued.
Display
Type - This field appears when you select Yes
for the Multi-Valued field. The
display type options are Select List,
Checkboxes or Popup. If
you select Select List, the multi-values
will appear in a drop-down list in the workflow record. The user can only
select one value from the list. If you select Checkboxes,
the Checkboxes Columns field appears
to allow you to select the number of columns to display the multi-values
in the workflow record. Checkboxes allow the user to select more than
one multi-value. Select Popup if
you would like the multi-values to appear in the standard IQ pop-up list,
which allows the user to select one or more values from a list.
Show in Application
Search – Click
in this field and select Yes
to show this data field in the Advanced
Workflow Search.
Group
Name or Add to New Group
– Click
in the Group Name field and
select an existing group from the drop-down list or create a new group
by typing its name in the Add to New Group
field. A Group Name allows you
to organize multiple data fields that can be repeated. Note: When you select an existing group or add
a new group, the available displaying formats
allow you to display multiple group fields on the same line or on multiple
lines.
On Focus Code,
On Blur Code, On Change Code
and Custom Function Code – These
fields provide the ability to do JSCRIPT or VBSCRIPT coding for onchange,
onblur, and onfocus functions and other special programming for data fields
in the Workflow record page in the IQ3 user interface. Contact your IT
Consultant for more information about these features.
IQ4 On Focus Code,
IQ4 On Blur Code, IQ4 On Change
Code and IQ4 Custom Function
Code – These
fields provide the ability to do JSCRIPT or VBSCRIPT coding for onchange,
onblur, and onfocus functions and other special programming for data fields
in the Service record page in the IQ4 user interface. Contact your IT
Consultant for more information about these features.