Reference Field Configuration

This article contains the following topics:
casm171
This article contains the following topics:
You can define your own
reference fields
and add them to objects to extend the product and enhance how users enter information for the objects that they manage. When you define a reference field, you can reference an existing object, or define a new object.
  • Define a reference field to an
    existing object
    to standardize on a common set of values that the user can select when defining an object. For example, when defining an asset, you want users to select the specific terms and conditions for an asset and select an approved general ledger code. In this example, you define two reference fields to standardize the terms and conditions and general ledger codes the user can select when defining the asset.
  • Define a reference field to a
    new object
    to establish a relationship between people, companies, assets, and so forth. For example, when defining and managing vendors, you want the user to assign a service rating to each vendor and select a quality rating (one through five stars). In this example, you define one reference field to record the quality rating when defining and managing vendors.
You can define reference fields for models, assets, legal documents, costs, payments, model parts and pricing, contacts, companies, organizations, locations, and sites.
After you define a reference field, you can configure the reference field by completing the following tasks:
  • Add a field to the reference field criteria and results
  • Remove a field from the reference field lookup criteria and results
  • Make a previously-hidden reference field appear
  • Move a reference field to a new location
Define a Reference Field
You can define your own
reference fields
and add them to objects to extend the product and enhance how users enter information for the objects they manage. When you define a reference field, you can reference an existing object, or define a new object. For example, when defining an asset, you want users to select the specific terms and conditions for an asset and select an approved general ledger code. In this example, you define a reference field to an existing object and standardize the terms and conditions and general ledger codes the user can select when defining the asset.
These steps work only the first-time you complete the wizard and define the reference field. Before you define the reference field, verify that you have the following information for reference: table name, label, format (character, boolean, currency, date, decimal, or integer), field name, attribute name, field size, and whether an entry for the field is required. After you complete the wizard, you can configure the reference field by adding and removing fields, making a previously-hidden reference field appear, and moving a reference field to a new location.
Follow these steps:
  1. Click the tab and optional subtab for the object that you want to configure.
  2. On the left, click CONFIGURE: ON.
    The configuration of the page is enabled.
  3. In the Configuration Information area of the page, complete the following steps:
    1. Specify the information for the new global configuration, or select an existing global configuration that you want to change.
    2. (Optional) In the Object drop-down list, select the part of the object that you want to configure. Any permission changes you make (for example, deny permissions to move a field) apply only to that part of the object.
      For example, when configuring a legal document, you select Legaldoc Status History in the Object drop-down list. You deny permissions to move fields for that part of the object (the status history). The permission changes apply only to the status history part of the object, and not to the other parts of the object.
    You can only define a reference field for a global configuration. You cannot define a reference field for a local configuration.
  4. (Optional) Click Save Configuration to create the global configuration.
  5. Click Add Extension.
    A wizard appears.
  6. Select the Reference Field option and follow the on-screen instructions to enter the information for the reference field. The following fields require explanation:
    • Object Label
      Displays the default reference field object label to appear when you add a field to the reference field criteria and results, and make a previously-hidden reference field appear. You can change this label to meet your requirements. For example, change the default label Location Extensions to Location.
    • Label
      Enter the label for the reference field that you want to appear in list management.
    • Service provider eligible
      Determines if field values from the service provider are included in the reference field. When you select this check box, public data and service provider objects are included in the reference field.
    • Based on current object
      Select an existing object on which to base the reference field you are defining.
      When you select this option, the reference field for the object already exists and the multi-tenancy options for the object are applied.
    • Object table name
      Specify the database table name for the reference field.
    • Object Tenancy
      If multi-tenancy is enabled, specify how multi-tenancy works for the reference field by selecting one of the following options:
      • Untenanted
        Defines objects without a tenant attribute. All data in these objects is public, and any user can create and update untenanted public data.
      • Tenant Required
        Defines objects with a tenant attribute that cannot be null (enforced by CA APM, not the DBMS). All data in these objects is associated with individual tenants; there is no public data.
      • Tenant Optional
        Defines objects with a tenant attribute that can be null. You can either create these objects as tenanted or public. When you select a tenant in a tenant drop-down to create an object, the object becomes a tenanted object. However, when you select the Public Data option in a tenant drop-down, the object becomes a tenanted public object. Users assigned to a role that only exposes a single tenant will not see a tenant drop-down when entering data.
      When multi-tenancy is disabled, you do not see the Object Tenancy drop-down for the reference field. However, the product applies the Tenant Optional setting to the reference field. The product works this way so that if you enable multi-tenancy, the Tenant Optional setting is applied to the reference field.
  7. Click Save Configuration.
    All users see the reference field on the page. When you define a reference field based on a new object, the reference field appears as a list item that can be managed using list management.
Manage Reference Fields
After you define a reference field, you can configure the field in the following ways:
  • Add additional fields to extend the information that appears in your reference field criteria and results. For example, when users add an asset, they can search by model name and description to find the model describing the asset. You can configure the model reference field and add the Asset Family, Class, and Company Name fields to the reference field criteria and results to make it easier for users to find the model when defining the asset.
  • Remove a field when you do not want a particular field included in the reference field criteria and results. For example, you previously configured the model reference field by adding the Asset Family, Class, Company Name, and GL Code fields. To protect users from viewing sensitive information, you remove the GL Code field from the model reference field.
  • Make a reference field appear when users must be able to see a reference field that you previously hid. For example, you previously configured the model reference field by removing the Inactive field. Add the field back to the model reference field so users can find and not select inactive models when adding an asset.
  • Move a reference field to a new location to help make it easier for users to find the reference field. For example, you configure the model reference field and add the Asset Family, Class, and Company Name fields to the reference field criteria and results to make it easier for users to find the model when defining an asset. You move the Company Name field to the top of the model reference field so users can find models in a particular company.
You can complete the tasks only when your assigned role has permissions to configure the object.
Follow these steps:
  1. Click the tab and optional subtab for the object that you want to configure.
  2. On the left, click CONFIGURE: ON.
    The configuration of the page is enabled.
  3. In the Configuration Information area of the page, complete the following steps:
    • Specify the information for the new global or local configuration, or select an existing configuration that you want to change.
      (Optional) In the Object drop-down list, select the part of the object that you want to configure. Any permission changes you make (for example, deny permissions to move a field) apply only to that part of the object.
      For example, when configuring a legal document, you select Legaldoc Status History in the Object drop-down list. You deny permissions to move fields for that part of the object (the status history). The permission changes apply only to the status history part of the object, and not to the other parts of the object.
      Global configuration changes affect all users, regardless of their role. Local configuration changes only affect users in the roles assigned to the selected configuration.
  4. Click Save Configuration.
  5. Next to the field, click the Lookup Field icon.
    A list of fields in the reference field criteria and results appears.
  6. To add a field to the reference field criteria and results, complete the following steps:
    1. (Global configurations only) Click Add Fields.
    2. Select the fields to add to the reference field criteria, results, or both.
    3. Click Save.
    4. Click Save Configuration.
      The field appears in the reference field criteria and results.
  7. To remove a field from the reference field criteria and results, complete the following steps:
    1. Click the Mark for Deletion icon next to the field you want to remove from the reference field criteria and results.
    2. Click Save.
    3. Click Save Configuration.
      The field does not appear in the reference field criteria and results.
  8. To make a previously-hidden reference field appear, complete the following steps:
    1. Click Expose Hidden Fields.
    2. Select the fields to add to the reference field criteria, results, or both.
    3. Click Save.
    4. Click Save Configuration.
      When you assign a configuration to a role, users in the role see the field in the reference field criteria and results.
  9. To move a reference field to a new location, complete the following steps:
    1. Drag-and-drop the reference field to a new location in the reference field criteria and results.
    2. Click Save.
    3. Click Save Configuration.
      When you assign a configuration to a role, users in the role see the fields in the new location.