Multi-User Fields

Multi-User fields allow you to define one or more users or groups as selections. This enables users to select multiple users as values. This is particularly useful for defining secondary ownership for items. Secondary ownership assigns multiple users responsibility for items that reside in a particular state. For details, refer to the SBM Composer Guide.

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

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 Multi-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.

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.

  • List Box

    Enables users to select one or more values from a list.

  • Check Boxes

    Enables users to select one or more values from check boxes populated with selections listed in the Selections area.

  • Height of List Box

    Indicates the number of rows that display values for the field on forms. You can set the number of rows to be displayed as appropriate for the number of expected values for the field. This option is available for the List Box and Allow Searching options.

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.

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.