User Fields

User fields allow users to select a single user in the system as a value. This is useful for defining ownership of primary items, and for recording user data in primary and auxiliary items.

For example, you can specify a Manager field for a state's Owner property. Users who are values for the Manager field through a role, user, or group assignment are available as values for that state. You can configure your process so that users select an owner as they transition items into a state, or so that owners are automatically defined in each state.

User fields are defined in SBM Composer, but you can perform the following overrides and configuration tasks in Application Administrator:

Add and delete selections for these fields in workflows so they are available for all projects assigned to the workflow. For details, refer to Adding User and Group Values.
Enable and disable selections for these fields in workflows or projects. For details, Enabling and Disabling Selection Field Values.
Set default values for these fields in workflows or projects.
Override the default values for these fields for projects and for transitions in projects.
Override display options for User fields in projects and transitions in projects. For details, refer to Overriding Display Options for Selection Fields.

The Allow Override check box is automatically selected when you modify attributes and value and display options when you are adding or editing a project.

Attributes

You can override the following User field attributes for default fields in projects and transition fields. Attributes set for fields in the Default Fields list apply to all transitions; attributes set for fields for a transition apply only to that transition.

Required
Indicates that users are required to provide a value for this field. If a value was previously set for the field, the field label appears in green, italic text on forms.
Allow Mass Update
Indicates that the field is available when users mass update items in a project. Mass updates allow users to simultaneously transition, update, or delete multiple primary items and to simultaneously update or delete multiple auxiliary items.
Read Only
Indicates that users can view but not edit the field.

Display Options

You can override the following display options for default fields in projects and transition fields:

Allow Searching
Indicates that the Value Find feature is enabled for the field on submit, transition, and update forms. This allows users to enter to search for values.
Single Drop-down List
Allows users to select a value from a drop-down list.

Value Options

Use the Values section to add or remove user and group selections for fields in workflows. Also, use these options to enable or disable user and group selections for fields in workflows or projects.

Note: Roles may be associated with the field in SBM Composer. You cannot disable role values for the field in Application Administrator. You must remove the role association from the field in SBM Composer.

The following options are available on this pane:

Enable
Select one or more values, and then click Enable to allow users to select the value. Enabled groups allow users to select a member of the group.
Disable
Select one or more values, and then click Disable to prevent the users from selecting the value on forms or for report search filters.
Note: If a user or group account is deleted or the value is disabled after it has been used as a value, it appears as "(Disabled)" when users update or transition items. Users are required to provide a valid value for the field.
Use Inherited
Select a value, and then click Use Inherited to use the value's status from the parent workflow.
Manage User Selections
Click this link to add user values to the field. This option is only available when you are editing a workflow. For details, refer to Adding User and Group Values.
Manage Group Selections
Click this link to add group values to the field. This option is only available when you are editing a workflow. For details, refer to Adding User and Group Values.
Show Selections Referencing Deleted Users and Groups
Includes in the list users and groups that were previously specified as selections and later deleted. You can then delete the referenced selection.

Note: Values are automatically added to the system Owner, Secondary Owner, and Submitter fields.

Defaults

Set a default value by selecting Manage User/Group Defaults. Default values can be set for workflows if overrides have been enabled for the field in SBM Composer. You can also set or override default values in projects. For details, refer to Setting Default Values for User-type Fields.

Transition Actions

The following options are available for fields when you are editing a transition and enable you to control field values for the transition. For example, you may want to clear an existing value for a required field when a transition is executed, forcing users to provide a new value. These options apply to all field types for transitions.

Leave Value Unchanged
Select to retain the field's current value when the transition is complete.
Clear Value
Select to clear the field's current value.
Set Value to Default Value
Select to use a default value for the field as the user executes the transition. You can then select a default value.