Configuring Fields → About Field Configuration → About Selection Field Values → Values for User, Multi-User, and Multi-Group Fields
SBM offers several options for adding values to user-type fields (User, Multi-User, and Multi-Group fields). Depending on the field type, roles, groups, and users can be used to populate value lists.
The following options are available for adding values to User, Multi-User, and Multi-Group fields:
Associate roles with the fields in SBM Composer, and then assign users or groups to the role in Application Administrator.
Add users and groups as values for default fields in workflows in Application Administrator. Refer to Adding User and Group Values.
You can assign individual users to User and Multi-User fields in Application Administrator, but this should only be done in cases where one or two individuals will be needed as values for the field. The best practice is to assign roles or groups to these fields. This eases maintenance over time, since the field values will be based on role assignments or group membership rather than by manually editing fields as users change in your system.
Groups are assigned to user-type fields in Application Administrator. Group values appear as [Members of: Group Name] in the Values list on the Attributes page.
When you add groups as selections, they become available for you to set as default values in Application Administrator, and for users to select as values, as follows:
A list of users assigned to the groups is available.
The list of values will contain users or users and groups, depending on the selection mode specified in SBM Composer.
A list of groups is available.
Current User is available as a default value for User and Multi-User fields. This automatically sets the value for a field as the user performing an update or transition. For Multi-User fields, the user performing the update or transition can be one of the values.
The following considerations apply to the Current User default value:
Users who are valid Current User selections must be added to the field's selection list. If the user updating or transitioning an item is not included in the selection list, the field is set as required and the user's name is labeled as disabled. The user performing the update or transition must select a valid user selection.
Take special care when you use the Current User setting for fields that determine ownership. If you select Current User as the default value for a Multi-User field used for the secondary ownership property for a state, the user transitioning items to this state must have ownership privileges. If not, the field is set as required and even though the selection looks valid, users are warned that they must pick a user with correct privileges.
Roles are assigned to user-type fields in SBM Composer. When you edit the field in Application Administrator, these values appear as [Acting As: Role Name] in the Values list on the Attributes page.
When you assign users or groups to roles, they become available for you to set as default values in Application Administrator, and for users to select as values, as follows:
A list of user names is available. The list includes individual users assigned to the role in Application Administrator, as well as users who are members of groups assigned to the role.
A list of group names is available. Users can select one or more groups.
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