Fields configuration

Learn how to configure fields and display selected data on your Requests page.

Fields configuration lets you determine additional information which can be accessed by the users of Requests page for customization options. As an administrator, you can configure the system and custom fields to be available as columns or filtering criteria for the particular users of the page with requests. The app configuration enables you to restrict fields’ visibility by managing permissions. You can also use the display name settings.

Before you start using the functionalities related to fields, learn about accessing the configuration.

Accessing configuration

Steps

1. From the top navigation bar, choose Settings > Manage apps.
2. In the My Requests Extension section select Get started.
3. Navigate to Configuration > Fields configuration.

Result

You’ve accessed the Fields configuration view.

Overview

The Fields configuration view allows you to use several functionalities related to fields. By accessing the view, you’re presented with the list of fields that can be used on Requests page. You can set custom configuration for every listed field.

To easier find your way around the view, check the below screens with the highlighted components and read overviews of the Fields configuration features:

1. Column toggle makes the field visible as a column on the page with requests. By default, every user of the Requests page can choose a field as column if the toggle is on. It’s also possible to restrict column’s visibility to particular entities by setting permissions.

2. Filtering criteria toggle makes the field visible as filtering criteria on the page with requests. By default, every user of the Requests page can choose a field as criteria if the toggle is on. It’s also possible to restrict the visibility of criteria to particular entities by setting permissions.

3. Permissions are multi-select fields that serve for determining access to columns or filtering criteria. By using the Include and Exclude tabs and selecting particular users, organizations, user scopes or groups, you can define who can see a particular element on the Requests page. Note that for filtering criteria it’s possible to use the same permissions as for columns or choose custom settings.

4. Settings allow you for defining the Display name of a particular field. Your custom display name will be visible to the users of Requests page.

Show field value

For Priority and Customer Request Type fields, when configuring Settings, you can also define whether their names should be displayed in a tooltip or next to an icon. By configuring Show field value simply choose the desired option by selecting Column or Tooltip.

Example

When the Priority icon is displayed as a column on the page with requests, its description and the icon appear as column’s value.

For better visibility you can set its description to be shown as a tooltip. Follow the below steps to set the configuration.

Steps

1. In the Fields configuration navigate to Settings of the Priority field.

2. In order to display the description in the tooltip, select Tooltip in the Show field value section.

Result

The description is now displayed in the tooltip while the icon is visible as column’s value.

Reporter searching options

For the Reporter field, when configuring Settings, you can use the Reporter searching options functionality. This functionality allows the app administrators to decide about the scope of searching, based on the reporting person, that is available to the users of Requests page.

As an administrator, you set the Reporter field configuration that enables searching for all Jira instance users without any restrictions regarding their assigned project or organization. It’s also possible to allow for searching for all Jira instance users regardless their assigned project or organization but with limited search options for the Reporter field. This option requires users to introduce the exact name or email address of the reporting person in order to perform a search. Administrators can as well turn off the possibility of searching for users in the Reporter field at all.

Tip

When you choose the Allow searching only by full name or email address of a particular user option in Settings, by using the Reporter field as Filtering criteria on Requests page you can just start typing the name or email address of the reporting person and the hints for search results appear right away.

Enabling Columns and Filtering criteria

By configuring fields to be available as Columns or Filtering criteria, you allow the users of Requests page to decide about information they see on the list with requests.

To make a field available as a column on the list with requests, navigate to the chosen field configuration and enable the toggle next to Column.

For displaying a field in the filtering criteria section on Requests page, go to the chosen field configuration and enable the toggle next to Filtering criteria.

Status visibility options

By configuring Settings for the Status field administrators can determine whether the Category and Status filtering is available for selection to the users of Requests page.

Tip

When you choose the Allow users to display Category and Status in Filtering criteria option in Settings, by using the Status field as Filtering criteria on Requests page, both the Category and Status criteria are visible to users.

Managing permissions

By adding particular users, groups, organizations or scopes to the permission pools in different sections of Fields configuration, you can give or restrict access to the following elements of Requests page:

• Fields displayed as columns
• Fields’ values
• Fields displayed as filtering criteria

Columns

By enabling a field as Column you can make the field visible for selected users. As a result, it will be displayed as a column on the list with requests.

Steps

1. Switch on the Column toggle next to the field you want to change access to.
2. Expand the field view.
3. In the Columns section, under Column permissions, choose Include or Exclude tab.

4. Select users, Jira groups, organizations or User scopes to set permissions.

   

Result

By using Requests page the selected entities can choose the field as a column.

When the columns view is enabled, with the Include and Exclude tabs you can also determine the Value visibility for particular projects.

Steps

1. In the Columns section, under Value visibility, specify if the selected projects should be included or excluded from the access by clicking on the tabs.

2. Select one or several projects to set permissions.

   

Result

Users, despite having access to the field as a column, don’t see its value for the selected projects.

Filtering criteria

By making a field visible as Filtering criteria, you enable users to filter their Request page by using this field.

Steps

1. Switch on the Filtering criteria toggle next to the field you want to change access to and expand the field view.
2. In the Filtering criteria section, it’s possible to specify if the field should have the same settings as for Columns. You can also set custom settings. Choose the relevant options from the drop-down list.

3. In the Filtering criteria section, under Criteria permissions, choose the Include or Exclude tab.
   Note

   • To make the criteria visible on Requests page, use the Include tab and provide entities which can see value.
   • To make the criteria hidden on Requests page, use the Exclude tab and select entities which can’t see value. As a result, the app automatically displays criteria to all the Jira instance users except the selected entities.
4. Select users, Jira groups, organizations or User scopes to set permissions.

   

Result

The selected entities by using Requests page can choose the field as filtering criteria.