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"). Result and decision 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 and 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. The only time they are not applied is for escalations, i.e., if field values match decision field values as the result of an escalation, the AutoField rule is not applied.

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 fields when configuring AutoFields.

• Drop-down fields—Click on an individual value or use the Ctrl key to select multiple values.
• Multi-select fields—Click on an individual value or use the Ctrl key to select multiple values. In addition, two radio buttons are displayed below the values when a decision field is a multi-select field. These buttons specify that the decision criteria are matched when Any of the values you select are entered in the Issue or, alternatively, there is only a match when All of the values you select are entered in the Issue.
• On the Automation Rules page, select a value or values for the Result Field. Later, when an Issue is submitted, if the values in the decision fields match the values specified on this page, the result field 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:
• Replace Assignees—Remove the current assignees and replace them with the assignees selected in this field.
• Append Assignees—Leave existing assignees to the Issue and add the assignees selected in the Result Field to the set of assignees.
• 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:

• Left-click on a field heading to reorder the table by that column. If the column is ordered in ascending order, a left-click reorders the column in descending order and vice-versa. You can also use the left mouse button on column headings to drag and drop columns, i.e., move entire columns left and right using drag and drop.
• Right-click on a column heading to display a menu with the following options:
• Sort Ascending—Sorts the column in ascending order.
• Sort Descending—Sorts the column in descending order.
• Lock column—Locks the column so that the order cannot be altered.
• Unlock column—Unlocks the column.
• Columns—Adds or removes columns from the table. You can add a number column that numbers the rows, add Status columns for each of the existing columns, or remove existing columns. Removing or adding a column does not change the rule you've created.

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 edit.
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.