Define user-defined fields (UDFs)

User-defined fields enable you to have greater flexibility over the fields available in ALM Octane entities. These are particularly useful when the default system fields are not enough for your purposes.

Add a user-defined field

Workspace admin permissions are required.

  1. In Settings , click Workspaces and select the workspace where you want to create user-defined fields.

  2. In the workspace area, click the Entities tab.

  3. In the Entities list on the left side of the pane, select the item (such as user story, manual test, epic, and so on) for which you want to create your own fields.

  4. In the Form designer, click the User-defined Fields tab.

  5. Click + to add a user-defined field.

  6. Enter the following: 

    Name Description
    Name A unique name that APIs will use to access this field. No uppercase letters or punctuation allowed. The name of the field must end with the suffix: _udf
    Label A unique name for the field as you want it displayed in the UI. You can enter English, non-English, and special characters.
    Field type

    Select the field type from the drop-down

    There are limits on the number of user-defined fields per workspace:

    Field type Maximum allowed per workspace
    String and Boolean A total of 100 between the two types
    Number 50
    Date and time 10
    List Unlimited
    User Unlimited
    Release Unlimited
    Team Unlimited

  7. If you are adding a user-defined field of list type: 

    • Select the list to use for the field.

    • If you want the user-defined field to select multiple value, check the Allow multiple values check box.

  8. If you are adding a user-defined field of user, list, release, or team type: 

    • Select the reference field on which to base the new field's value.

    • If you want the user-defined field to be able to contain more than one value at a time, check the Allow multiple values check box.

  9. To add the user-defined field to existing forms, select the forms from the Add to form drop-down list.

  10. Click Add.

This field is available in ALM Octane like other predefined fields.

Note: You cannot group by user-defined fields, or use them to tag.

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Set attributes for the user-defined field

You can set attributes for the user-defined field, such as making the field mandatory, by creating rules for entity types. For details, see Set up rules for workflow.

If a user-defined field is Required, but the default Smart View form for adding an item does not display the new user-defined field, ALM Octane still prompts you for a value in the Other Required and Invalid Fields section. This section displays only when needed.

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Customize lists for user-defined fields

For the fields in a user-defined field of a specific entity, you can determine the items that are displayed in a list and the order in which these items are displayed.

  1. In Settings , click Workspaces and select the workspace where you want to create a new form.

  2. Click the Lists tab.

    Note: The Lists tab also displays the ALM Octane system fields and their values, such as the possible value for Defect Severity. These are read-only lists and cannot be edited.

  3. Do one of the following:

    To add a new list
    1. In the toolbar, click the + List button.
    2. In the Add List dialog box, give the list a name.
    To edit an existing list Click on the numerical link for the list.
  4. In the Add List dialog box (for new lists) or List Details dialog box (for existing lists), add and reorder the items:

    • Click + to add an additional list item.

    • Select a list item's checkbox and click the arrow button to sort the list alphabetically.

    • Drag and drop an item to assign it to a new place in the list.

    • Select a list item and click the Active icon to deactivate the list item. This list item will not be available for users in the fields that use it.

      In order to deactivate the list item, it must not be in use by an existing user-defined field.

    Tip: If you incorrectly edit a list item, just click the Restore button to return to the list's previously saved order.

  5. To delete the entire list, in the main grid of the Lists tab, select the necessary lists and click X.

    You cannot delete list items that are currently used by existing entities or user-defined fields.

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See also: