Selecting Field Values for a Condition

Field Value options enable you to select values for the field selected in the Fields list or report filters if you select (Filters) from the Fields list. What you select determines the options and values that are available to you. For example:

• Field Value Options for Selection and User Fields – If you choose a field that allows you to select values in the Fields drop-down list, you can search for specific values or select multiple values to add to your condition. For example, if you select a User field, the users available as selections for the field are available in the Field Values list. You can select a user from the list, and then click OK to add the specification to your query.

  The following information applies to selecting values for these types of fields:

  • If a field contains more selections than can be displayed based on administrative settings, search for a value.

  • If you want to select multiple user names, you can select the names needed for your specification, and then click the arrow keys to move them into the selection list to the right of the Field Values list.

  • You do not need to move selections to the selection list on the right to add them to your condition; all selections made in the Field Values list are added as search criteria when you click OK.

  • You can include field selections that are marked as (Disabled) in search criteria because these selections can be disabled at the project in which you are creating your report, but enabled in a sub-project.

  • If your administrator has defined resource teams for your system, you can add the Members of: Team Name value to your search criteria. This enables you to report on items related to members of the team. For example, you may want to report on items owned by resource "Team A." The condition "Owner contains Members of Team A" returns items that are owned by any member of Team A.

    Resource teams may be organized in a hierarchy, similar to an organization chart. In this case, if you select a parent team, results that include members from sub-teams are returned.

  • The Deleted Users option is available in Distribution, Duration, Listing, and Trend reports. This option enables you to find deleted users in user fields that you add to the report. For example, to see a list of issues that were submitted by deleted user Joe, perform the following steps:

    1. Create a new Listing report.
    2. In the Search Filter, select the Submitter field and enter Joe in the Find Values field.
    3. Select the Deleted Users check box and click the search icon.
    4. When the deleted user account for Joe appears, add his name to the saved selection list.
    5. Find and add any other users you want to search for (deleted or otherwise by toggling the Deleted Users check box).
    6. Click OK to save the current search filter.

    Note: No validation is performed to check if the user was ever a valid selection for the field in question. In other words, any deleted user account can appear as a selection in the field, even if the selection is no longer valid (for example, even if the user was removed from a group that populates selections in the field).

• Field Values for Date/Time Fields – Type a value in the box or click the Date/Time Keywords link to select a Date/Time keyword, such as Now or Startof_NextWeek, and then click OK. You cannot use Date/Time keywords for entering values for Date/Time fields that are set to display elapsed time or as a stopwatch.

• Field Value Options for Relational Fields – If you choose a field that allows you to select primary or auxiliary items as values, you can select or search for specific items to add to your condition. If a field contains more selections than can be displayed based on administrative settings, you must search for a value using field value searching. You can select multiple values, if needed, and then click the arrow keys to move them into the selection list to the right of the Field Values list. You do not need to move selections to the selection box to add them to your condition; all selections made in the Field Values list are added as search criteria when you click OK.

• Field Value Options for Non-Selection Fields – If a field that does not allow you to select a specific value is chosen in the Fields drop-down list, you must type a value in the Field Values box. For example, if you select a Text field, such as the Description field, type a keyword or keywords to search for, and then click OK to add the specification to your query. Date/Time, Numeric, and Summation fields also allow you to specify a search value.

• Field Value Options for Binary Fields – If you select a Binary field, such as the Active/Inactive field, select one of two values for your search criteria, and then click OK.

• Field Value Options for Trinary Fields – If you select a Trinary field, select a single value or multiple values for your search criteria, and then click OK.

• Provided Field Values – Depending on the field selected in the Fields drop-down list, the following provided values are available.

  • Current User – All User, Multi-User, and Multi-Group fields have a "Current User" feature that allows you to find items for which you are selected in a User or Multi-User field. For Multi-Group fields, items are returned when a group in which you have membership is selected. Select Manager from the Value menu and "in" from the operator drop-down list, and then select "Current User." All items for which you are selected in the Manager field are returned.

  • None – Certain field types allow you to select None from the Values list. This selection returns all items meeting the rest of the report criteria that do not have a value for the selected field.

  • Query at Runtime – All fields, except Summation and Numeric fields, have a "Query At Runtime" feature that reduces the number of fields that need to be defined. When you choose this value from the list and save the report, you are prompted to select a value when you run the report.

    For example, rather than creating separate reports to display the items each team member owns, you can create one report where the Owner field in the Field Specification area is set to "Query At Runtime." When you run the report, select the team member who owns the items you are interested in viewing.

    For Text fields that you add with query-at-runtime parameters, when you run the report you can specify multiple values by clicking Add. For "contains" and "like" operators, you can specify multiple values using "AND" or "OR" (for example, Title contains 'a' OR Title contains 'b' OR Title contains 'c'). For "not contains" and "not like" operators, you can specify multiple values using only "AND".

    The Query-At-Runtime feature is not available in Change History, Multi-Table, or Version Control Actions reports, and it is not applicable when you create custom groups of field values. Also, Multi-View reports cannot contain single reports that have Query-At-Runtime parameters.

    In addition, when you use query-at-runtime fields in reports with drill-down capabilities, such as Distribution reports, drill-downs links are valid for up to 1 hour after the report is run or up to 20 minutes after the last drill-down link is clicked.

• Field Values for (Filters) – A list of available report filters appears. Optionally, use the search field to find report filters that are available.