You are here: Chapter 7: Configuration and Administration > Workspace Administration > Automated Workflow > AutoField

AutoField

The AutoField feature allows you to create multiple sets of rules for automating the workflow of Issues. A matrix of rules is created from combinations of field values (called "decision fields") that automatically set the value of another field (called the "result field"). Decision and result fields can include Priority, Status, Assignees, SLA, and any drop-down or multi-select field. For example, Issue assignment can be automated so that specifying a value of Urgent in the Priority field, Platinum or Gold in the SLA field, and Hardware in the Category field assigns the Issue automatically to the Hardware Team Leader.

AutoField Rules are applied on all creates, edits, subtask creations, etc. They are not applied for escalations, i.e., if field values match decision field values as the result of an escalation.

Precedence

Different rules can share decision or result fields. The way this feature works, the first rule in the list takes precedence over the next. Therefore, it is important that you exercise care in ordering the rules.

Create an AutoField Rule

To create an AutoField rule:

  1. Select Administration | Workspace from the FootPrints Toolbar, then select AutoField from the Automated Workflow section of the administration page.
  2. Select a result field from the drop-down and click "Add". Potential decision fields are displayed in the Decision Fields list.
  3. Select a decision field or fields.
  4. Click the Apply button. The Automation Rules page is displayed.
  5. On the Automation Rules page, select a value or values for each of the decision fields.

NOTE

Fields that have been configured with Advanced Field Permissions are not available as decision or result fields when configuring AutoFields.

  1. On the Automation Rules page, select a value or values for the Result Field. When an Issue is submitted and the values in the Issue match the values in the decision fields on this page, the Result Field in the Issue is populated with the values specified on this page. When Assignees is the result field, two radio buttons give you extra options at the bottom of the Result Field. The options are:
  1. Click the Save Rule button. The table at the bottom of the page displays a summary of the rule. At this point, you can change the rule settings by clicking the Edit Rule button or delete the rule by clicking the Delete Rule button.

To return to the previous page, click the Go Back button at the top of the page.

 

Automation Rule Table

When you create an automation rule, a table is displayed at the bottom of the Automation Rules page summarizing the current automation rule. That table has the following functionality:

Edit Decision Fields

To edit or change the decision fields of an AutoField Rule:

  1. Select Administration | Workspace from the FootPrints Toolbar, then select AutoField from the Automated Workflow section of the main frame.
  2. In the list of rules at the bottom of the page, click the rule you want to edit.
  3. Click the Edit button.
  4. The rule characteristics are highlighted in the fields above. Change them as needed.
  5. Click the Save Rule button.

Delete an AutoField Rule

To delete an AutoField rule:

  1. Select Administration | Workspace from the FootPrints Toolbar, then select AutoField from the Automated Workflow section of the main frame.
  2. In the list of rules at the bottom of the page, click the rule you want to delete.
  3. Click the Delete Rule button. A confirmation pop-up window is displayed.
  4. Click the OK button in the confirmation window. The rule is deleted.