Common Field Groups

Common field groups let you associate a group of work item fields with a user-defined work item rule so that you can use this group of fields across multiple work item rules. You cannot use common field groups on standard work items.

In general, when you make a change to the common field group, that change is reflected in all of the work items that were created from the work item rule that the common field group is associated with. For example, after creating a common field group, it is associated with two different work item rules: for the NACCT item type and the NIGO item type. Because common fields 1 and 2 were replaced with the custom fields 8 and 22, the common field group was changed and both types of work items were updated.

You can specify in the definition of the common field group that attributes on fields in the group can be overwritten in the work item rule. For example, you can change a field’s attribute from optional to required. If you modify the fields after the common field group is associated with a work item rule, any subsequent changes to that field in the common field group are not reflected on the work item rule. For example, a work item rule for the NACCT item type was updated so that TSF 8 is now a required field. That change is not reflected in the common field group for any other type of work item that XTRAC uses Group A in.

If you specify that attributes on fields in the group can be overwritten with the work item rule but no changes are made to the field, any changes to the field within the definition of the common field group are reflected in all of the work item rules.

Note: Multi-select custom fields are not supported for Common Field Groups. See Multi-Select Custom Fields.

The following rules apply when you create a common field group:

• The group of fields can contain any predefined and custom fields with the following exceptions: Item Type, Subtype, Status, Memo, and Description.
• A has a maximum of 100 fields.
• Fields within the common field group must be unique. You cannot add a field more than once to the group.
• XTRAC lets you assign field attributes to fields in a common field group. For example, hidden, optional, required, and protected.
• Common field group fields can be associated with dynamic field rules in the definition of the common field group. XTRAC does not display any work item rule fields.
• You can organize the fields in the common field group in a layout screen of its own.
  • WARNING: When you create a common field group or a work item rule, you can make the layout window smaller than the fields that are contained in it. XTRAC does not show any warning or error in this circumstance.
• After you associate a common field group with a work item rule, you cannot resize the group in the Work Item Template window.
• XTRAC lets you associate a maximum of 10 field groups with a single work item rule.
• When adding fields to a common field group that is already associated with a work item rule, the total fields on the work item rule, including the common field group fields, cannot exceed 500.
• You cannot add fields to a common field group that is already present in the associated work item rule.
• You cannot nest a common field group inside another common field group.
• If a field in a common field group is overwritten by the associated work item rule, removing that field from the common field group also removes the field from the associated work item rule.

To see how operators interact with work item fields, see the XTRAC Workbench User Guide.

Creating a Common Field Group

Note: To define a common field group, you need the Create Common Field Group security function as part of the security group that is associated with your entitlement set.

To create a common field group

1. In Feature Explorer, click Fields > Common Field Group.
2. In the Common Field Group Summary window, click New.
3. In the Common Field Group Detail window, in the Fields tab, select the fields and their attributes.
4. (Optional) Click the Dynamic Field Rule tab, and then click New.

Note: If you want to add a dynamic field rule, you must save the common field group first.

If you don't want to create a dynamic field rule, skip to Step 9.

5. In the Dynamic Field Rule Detail window, type a name and a description for the rule.
6. In the Conditions tab, build the rule conditions.

Only the fields that are specified in the common field group display in the list of fields.

See Rule Conditions and Building a Rule Condition.

7. In the Actions tab, specify the fields to update.

Only the fields that are specified in the common field group display in the list of fields.

8. Click Save, and then click Close.

The dynamic field rule displays on the Dynamic Field Rule tab in the Common Field Group Detail window.

9. To plan the layout for the fields in this common field group, click Layout.
10. In the Common Field Group Template window, position the fields the way you want to.
11. (Optional) In the Change Request ID field, type the ID of the change request (up to 30 characters).
12. (Optional) In the Memo field, type the reason for creating the custom field (up to 60 characters).
13. Click Save.

XTRAC saves the common field group.

Common Field Group Associations with a Rule

You can include a common field group in a work item rule. The group of fields in the field group display in a group with a label (if you added a label when you created the group) on the applicable work item.

For example, the Investment Information common field group includes four fields:

After you associate a common field group with a work item rule, the following rules apply:

• You can add fields to the common field group if there is enough space on the common field group layout. If there is not enough space on the common field group layout, you cannot add another field. However, you can delete existing fields to make room, and then add the new field.
• You cannot resize the fields in the common field group in the Work Item Template window.
• You cannot include fields on the work item rule that are already in the common field group.
• If the Allow Override check box is selected, you can modify the applicable field. However, any changes you make for that field are not reflected on the work item rule.
• If the Allow Override check box is not selected, any changes to the field in the common field group are reflected in the work item rule.
• Adding and deleting fields in the common field group are reflected in the work item rule.

Work Item Screen Resolutions

If you are creating a work item template with a large number of fields (both predefined and up to 500 custom fields), we recommend that you use a screen resolution that is large enough to see the entire work item template on your screen. For example, 1280 x 1024.M

When you can see the arrangement of all of the fields on the user-defined work item, you can ensure that the fields do not overlap and prevent boundary conflict errors.

Positioning the Fields in a Common Field Group

When you are creating a common field group, you determine the layout of the fields within the group.

The following rules apply when working with fields on the Common Field Group Template window:

• For each field, XTRAC displays the Visible, Location, Size, Create State, Update State, and Resolution State attributes.
• Fields cannot overlap each other.
• A field's location and size cannot cross the boundaries of the window.

To position the fields in a common field group

1. In Feature Explorer, click Fields > Common Field Groups.
2. In the Common Field Group Summary window, click the group that you want to use.
3. Click Open.
4. In the Common Field Group Detail window, at the bottom, click Layout.
5. In the Common Field Group Template window, select a field on the template to see its attributes.

XTRAC positions each field in the order that it was defined in the common field group. XTRAC places the field in the next available space in the window, either to the right of the previous field or below the previous field.

The field’s location, size, and attributes (visible or hidden, required, optional, or protected) display in the properties panel on the left side of the window

6. (Optional) To arrange field information in the properties panel in alphabetical order, click the Alphabetical symbol.
7. To return to the default arrangement by category, click the Categorized symbol.
8. To move a field, drag it with the mouse.
9. To widen or narrow the width of a field, drag the edge of the field.
10. To resize the window, drag the edge of the window.

The default dimension of the template is 4x4 pixels. When you change and save the dimension of the window, XTRAC retains the new size. There are no limitations to the size of the window except that fields cannot cross the window boundaries.

11. If wanted, rearrange the work item fields.
12. In the Common Field Group Detail window, change the attribute of a field, and then click Save.

XTRAC displays the attribute changes in the window and on the Common Field Group Template window.

13. Select the applicable drop-down list box for a field and select the new attribute.

For example, if you want to make a field hidden, from the Visible drop-down list box, select False. If you want to make an optional field required, from the state drop-down list box, select Required. For example, CreateState. XTRAC displays the attribute changes.

14. When the Common Field Group Template window reflects the layout that you want to use, in the Common Field Group Detail window, click Save.

Grid Spaces on the Template

Note: XTRAC associates the grid settings with a user. When you make changes to the spacing, XTRAC saves and uses those settings until you change them again.

Work item grid settings control the amount of space between the dots on the Work Item Template window. The dots represent a grid that is used to position work item fields.

Each field is placed at a particular position in the grid, and the field’s size is represented in terms of the grid. For example, you can place a field at 124, 4. The field's location is 124 pixels from the side and 4 pixels from the top.

If you move or resize a field, the grid settings limit where you can place the field. If the grid settings say 4x4 and you move a field, the new location is at least 4 pixels away from the old location. If the grid settings say 10x10, you are limited to a location that is 10 pixels away.

The default minimum grid setting is 4x4.

The following rules also apply:

• Changing the grid does not affect open work item rules. Those rules must be closed and reopened for the new grid settings to take effect.
• Changing the grid does not affect the current field positions on a rule. The grid limits only affect when a field is moved or resized.

Changing the Grid Spacing

You can change the default spacing for the grid on the Common Field Group Template window. See Grid Spaces on the Template.

To change the spacing between grid points

1. In the toolbar, click Tools > Options.
2. (Optional) In the Options window, change the default 4, 4 setting for the Grid Settings.
3. Expand the menu by clicking the + symbol next to Grid Settings.
4. (Optional) Change the Width settings.
5. (Optional) Change the Height settings.
6. Click OK.

Multi-Select Fields and Dynamic Field Rules

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