This guide will help you to understand and use the "Map To" custom field option in project request forms.
The basic thing to understand here is that if you want a custom field in a project request to Map To a custom field on a new project, then both fields MUST be defined exactly the same.
NOTE: On the project side, all project selected custom fields will be visible, regardless if they are being mapped to or not. This may be important if you have requested fields on the project side.
Define Custom Fields
Before we can use the Map To option, we must first define both sides of this feature.
PROJECT CUSTOM FIELDS
Go to Menu > Admin > System Setup > Custom Fields > Project Custom Fields
For more information, please refer to the guide.
PROJECT REQUEST CUSTOM FIELDS
Go to Menu > Admin > Tracking > Define Project Requests > Edit "any" request > With "any" request open, click on Define Fields
To define a custom field to use in a Project Request, click Actions: Define Fields located along the top of the screen.
To create a new field click the New button.
Field Name: Required. Enter a descriptive name for the field. This is used for selecting the field in the Project Request.
Caption: Required. Enter an appropriate caption. This is what will be visible to people filling out the project request form.
Display Type: Required. Select the appropriate field type.
Numeric: Allows entry of numbers and a period. Any other characters will break the functionality.
Currency: Allows entry of numbers and period. Any other characters will break the functionality.
Date: Allows entry of date based upon your system style: but is in the format of MM/DD/YYYY. Any other characters or formats will break the functionality
Text: A text field is seen as a single line box of defined # of characters.
Text Area: A text field seen as a box of defined size, # of lines, # of characters.
Single Checkbox: A single checkbox.
Multiple Checkbox: Allows you to create individual checkboxes by entering a label and Enter. Each line will be seen as an individual checkbox. Each checkbox can be selected individually.
Radio Button: Allows you to create a list from which you can only select one via a radio button style.
Dropdown: Allows you to create a dropdown list that can be selected from.
Separator text: A display field that can be used to separate groups of Custom fields. The field can only be used once in the layout.
Description: Enter a description of the field. This is only seen in the Custom Field list.
Hint: Enter a hint that will be visible as a blue 'i' icon. This is recommended for Numeric, Currency, Date to demonstrate how data should be entered.
Required: If checked, this field must be filled in or the project request cannot move forward.
Map To: This dropdown list allows you to select an existing Project Custom Field. When a project is created from the project request, the field will map into the project custom field.
WARNING: The field type must match exactly or it will not map. For Multiple CheckBox or Dropdown, the list order MUST be exactly the same in the Project Custom Field and the Project Request Custom field.
Active: Checked by default. It designates this field as an active field that will be available to be placed on a project request form.
Now that both fields are ready, do the following:
- Go to the Project Request Custom Fields.
- Edit the field in question.
- Find the Map To drop-down.
- Choose the project field you want this request field to map to.
If you have more fields to map, repeat the above steps for all fields.
Tips And Tricks
On the project side, you can create "separator" or "tab" custom fields to make the data appear in a more cleaner state. For example, request A has custom fields that map to the fields under tab A only. While request B has fields that only map to fields under tab B only. Then on the project side, you can click on the tab that is relevant to the project you are viewing.
NOTE: You can't hide project fields if they are to be visible, or used on at least one type of project. The best you can do is create categories like the above described.