View Configuration: Enable Existing Fields and Define New Fields

Archibus V.25.3 adds powerful ways for you to configure your data fields and views. With the View Configuration feature, you can track, manage, and report on any available, stock field in Archibus the space inventory and employee directory. You can also add your own fields to Archibus space inventory and employee directory.

 

Working from both cloud or locally-installed deployments, business process owners can configure data fields which can then be added to views, reports, and floor plans. View configuration is an out-of-the-box feature and does not require any product modification or customization. Upgrades to new Archibus versions automatically preserve your field and view configuration settings.

 

With the View Configuration feature, users with appropriate security groups can:

· Promote Archibus stock fields so that they are available in a select set of views.

· Create new user-defined fields.

 

Business process owners create and promote fields in these tables:

· Buildings

· Floors

· Rooms

· Employees

 

All users can then work with user-defined and promoted fields in these views:

· Define Locations

· Define Rooms

· Define Employees

· Space Console

 

Additionally, system administrators can extend the View Configuration features to other tables and views.

 

Make a Stock Field Available to Views (Promote the Field)


Each table in the Archibus schema has a set of fields defined for it; these definitions exist in the Archibus Fields table and are known as stock fields. Since a table might be used in many, varying Archibus applications, many field definitions exist in the Archibus Fields table but are not be presented to the user in a particular view.

 

The stock schema may contain a field that you can use for your needs. Before creating a new field, you should check the standard schema and see if it contains a field that you can promote.

 

For example, the Rooms table contains the Room Use (rm_use) field. This stock field is defined in the Archibus Fields table. However, the Define Rooms view and the Space Console view do not display this field.

Suppose that knowing a room's use is important to you when working with these views. You can "promote" this field from being a stock field to being displayed in views that use the View Configuration feature and present the Rooms table; in this case, Room Use will be a promoted field.

 

After you promote a field and it becomes available to the supported views, you can work with the field and edits its values just as you would any field in the view.

 

Supported tables and views


The ability to promote and de-promote fields are available to any power user assigned to a role with the SYS-ALTER-VIEW or SYS-ALTER-NEW security group.

 

The following summarizes the tables and views that support promoted fields.



After you promote fields, load the Space Console and you will see the promoted fields in the following Space Console components. For information, see Space Console: Working with User-Defined and Promoted Fields.

 

The Configure Fields form

You use the Configure Fields form, available from the below-listed views, to promote a field. The Configure Fields form houses the Available Fields grid, which lists the stock schema fields available for promotion and indicates the fields that are already promoted with a checkmark and by listing them at the top of the form.

 

From the Configure Fields form, you can promote additional fields or de-promote a promoted field.

 

 

The Configure Fields form does not include the fields already present in the view. It also omits stock fields that cannot be promoted. These fields are:


  • Fields that are defined with the following values for the Archibus Type field in the Archbius Fields table (afm_flds.afm_type):
    • Dwgname
    • Ehandle
    • Layr
    • Doc Stg
  • GISObjectID in the Buildings table (bl.geo_objectid)
  • GISObjectID in the Rooms table (rm.geo_objectid)
 

Before promoting a field, you can review its definition. In the Available Fields grid, click on a field and the right pane displays the field's properties.

 

 

To check which fields are promoted

  1. Load the Define Locations, Define Rooms, or Define Employees view.
  2. Use the view's tab to load the table for which you wish to check promoted fields.
  3. Click on a field to access the Define form in the right panel.
  4. In the right panel, click the Configure Fields button.
  5. The view presents the Configure Fields form. Any promoted fields are listed at the top of the Available Fields form with a check in the Is Promoted? column. For example, the image at the top of this topic shows that three fields have been promoted.

 

To promote a field

  1. Load the Define Locations, Define Rooms, or Define Employees view.
  2. Use the view's tab to load the table for which you wish to promote fields.
  3. Click on a field to access the Define form in the right panel.
  4. In the right panel, click the Configure Fields button.
  5. The view presents the Configure Fields form.
  6. For the fields, you wish to promote, click the check box in the Is Promoted? column.
  7. Click the Save Promoted button.
    • The selected fields move to the top of the Available Fields grid, and the Is Promoted? the checkbox is checked.

o Archibus updates the field definition by setting to Yes the Is Promoted? field of the Archibus Fields table (afm_flds.is_promoted).

8. Close the Configure Fields form.

 

Follow these steps to see your newly promoted field in the view: 

  1. Reload the Define Locations, Define Rooms, or Define Employees view.
  2. Move to the tab housing the table whose fields you just promoted. Select a record.
  3. The Define panel on the right displays the fields you just promoted. They are listed at the bottom of the panel, in the Other Fields section if it exists.
  4. Click the Save Promoted button. The selected fields are listed at the top of the grid, and the Is Promoted? the checkbox is checked.
 

To de-promote a field

  1. Load the Define Locations, Define Rooms, or Define Employees view.
  2. Use the view's tab to load the table for which you wish to change field promotion.
  3. Click on a field to access the Define form in the right panel.
  4. In the right panel, click the Configure Fields button.
  5. The view presents the Configure Fields form. Any promoted fields are listed at the top of the Available Fields form with a check in the Is Promoted? column.
  6. For the fields, you wish to de-promote, click the check box in the Is Promoted? column.
  7. Click the Save Promoted button.
    • The selected fields move to their proper place in the Available Fields grid based on the grid's sort order, and the Is Promoted? the checkbox is cleared.

o Archibus updates the field definition by setting to No the Is Promoted? field of the Archibus Fields table (afm_flds.is_promoted).

8. Close the Configure Fields form.


Follow these steps to see your promotion change: 

  1. Reload the Define Locations, Define Rooms, or Define Employees view.
  2. Move to the tab housing the table whose fields you just promoted. Select a record.
  3. The Define panel on the right no longer displays the fields you de-promoted. If you select the Configure Fields button, you will see that these fields are not checked as promoted fields.

 

Define a New Field

If after examining the schema for existing fields in the Buildings, Floors, Rooms, and Employees tables and finding that the stock schema does not meet your needs, you can create certain types of fields yourself. Fields that you create are known as user-defined fields. Within a view, user-defined fields operate the same as any field of its type; you can edit it, search on its values, hide and display it, and so on just as you would any stock field.


 

The following summarizes the tables and views that support user-defined fields. For information on users who have access to this feature, see View Configuration Overview: Security Groups for Configuring Fields.



Defining a new field

The Add User-Defined Field form (below) presents the options required for defining a new field. First, you specify the Field Type. Depending on the type of field you specify, the form displays the appropriate options. You can specify the following types of fields, which are a subset of the available field types and will not disrupt the existing Archibus database schema.



Complete the form, and Archibus creates a field definition in the Archibus Fields table. Archibus uses the value of the Field Heading that you entered to create a unique identifier, omitting spaces in the Field Heading and adding the prefix "udf." For example, if you enter "My Test" for the field heading, Archibus creates a field whose Field Code value is udf_mytest. As Archibus adds the field to the schema, it presents a message that the table is being updated.


 



If the options available from the Add User-Defined Field form do not meet your needs, you must define fields by working directly with the schema tables. For information, see the Archibus Fields Table (Schema Table) topic in System Management Help.

 

To add a new field to a database table

  1. Load the Define Locations, Define Rooms, or Define Employees view.
  2. Use the view's tab to load the table to which you want to add a field.
  3. Click on a field to access the Define form in the right panel.
  4. In the right panel, click the Configure Fields button.
  5. The view presents the Configure Fields form.
  6. Click Add User-Defined Field
  7. In the Add User-Defined Field form, enter the type of field by completing Field Type. See the above discussion of the field types.
  8. Depending on the Field Type you choose, complete the following options on the Add-User Defined Field form:

 

 

  1. Click Save. The system creates a new field in the Archibus Fields table with the properties you defined.
  1. You are returned to the Configure Form, where your new field is automatically promoted and appears at the top of the grid.
  1. Click Close to close the Configure Fields form.
  1. To see your new field, reload the view. The view presents the field at the far right of the grid. If you click Add New or click on a record to edit it, you will see that the new field is listed at the bottom of the Define panel, displayed on the right.
 
 

Usage notes

  • If an administrator does not have SYS-USRMGR, the interface will still present the Add User-Defined Field form; they can complete the form, but will not be able to save it.
  • For cloud environments deployed on multiple servers, the System Administrator might need to restart the application server for the new user-defined field to appear on all instances.
  • After Archibus creates an enumerated field, you will notice in the Configure Fields form that the Enumeration List field value has duplicates of the values that you entered. For example, entering Low;Medium;High produces a value of Low;Low;Medium;Medium;HighHigh in the Enumeration List field. This is because the value reflects both the displayed value and the stored value.
  • You may want to search for user-defined fields. For example, if you have sorted the Available Fields grid and your user-defined fields are no longer at the top, you might want to locate all of your user-defined fields. To do so, use the smart search console in the Available Fields grid. In the Is User Defined? column, choose User from the drop-down list. Choosing any other value for this column returns fields that are not user-defined. Although the grid displays Yes/No as the values, when using the smart search console, you search on User.
 

If you would like to learn more, please contact us! Call us on 0118 977 8560 or alternatively email us at info@mass-plc.com

 

Martin Matt

 

 

 


 



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