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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
- From the top navigation bar, choose Settings > Manage apps.
- In the My Requests Extension section select Get started.
- 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.
- Only the fields supported by the app are displayed in the configuration section. For more information, see Supported fields.
- Fields from the team-managed projects (previously known as next-gen) are marked with the star icon.
To easier find your way around the view, check the below screen with the highlighted components and read an overview of the Fields configuration features:
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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.
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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.
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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.
- To grant access to the elements of Requests page only to the selected entities, use the Include tab and provide users, organizations, user scopes or groups which can see them.
- To restrict access to the elements of Requests page, use the Exclude tab and select users, organizations, user scopes or groups which can’t see the elements. As a result, the app automatically grants access to all the Jira instance users except the selected entities.
- Settings allows 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.
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 see the configuration.
Steps
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In the Fields configuration navigate to Settings of the Priority field.
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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.
Search by specific reporters
For Reporter field, when configuring Settings, you can use the Search by specific reporters functionality in the Settings tab. The users of Requests page can search for requests based on the name or email address of the reporting person. The scope of searching includes all your Jira instance users. When the toggle is turned off, you can only search by introducing the exact name or email address of the reporting person.
When the toggle is turned on, 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 criteria
By configuring fields to be available as Columns or 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 Criteria.
By accessing Requests page on the Customer Portal, you’ll notice that:
- fields enabled as columns are available under Column(s) and they can be used for defining the content of the list with requests.
- fields enabled as criteria are available under the Funnel icon and they can be used for filtering the content of the list with requests.
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 criteria
You can make the field invisible for every user simply by switching off both Column and Criteria toggles.
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
- Switch on the Column toggle next to the field you want to change access to and expand the field view.
- In the Columns section, under Column permissions, choose Include or Exclude tab.
- To make a column visible on Requests page, use the Include tab and provide entities which can see the column.
- To make a column hidden on Requests page, use the Exclude tab and select entities which can’t see the column. As a result, the app automatically displays it to all the Jira instance users except the selected entities.
- 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.
By using the Exclude tab and selecting a project, the users from the chosen project, by accessing Requests page, will be able to add a field as a column, but won’t be able to see its contents.
Steps
- 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.
- To make the column’s value visible on Requests page, use the Include tab and provide entities which can see value.
- To make the column’s value hidden on Requests page, use the Exclude tab and select entities which can’t see value. As a result, the app automatically displays column’s value to all the Jira instance users except the selected entities.
- 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.
Criteria
By making a field visible as criteria, you enable users to filter their Request page by using this field.
Steps
- Switch on the Criteria toggle next to the field you want to change access to and expand the field view.
- In the 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.
- In the 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.
- 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.
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