Adding Address Book Fields

Access the page for adding Address Book fields by selecting Administration | Address Book | Field Maintenance from the FootPrints Toolbar.

To create a new field:

1. Name—Enter a name for the field.  This is the name used for the field in all FootPrints forms, such as Service Level or Company.
2. Permissions—The permission level chosen here determines both the access and requirement for users for the field.

1. Access—This option determines who can see the field, and who can write to it.

• Internal—Only internal Agent and administrator users (including custom Agent-type roles) can view and enter data in the field.  The field appears in the Create Issue and Edit Issue pages for internal users only, and in the Address Book.
• Public—Same as internal, plus Customers can view the field data and enter their contact data in the field when creating a new Request.  The field appears in the Create Issue and Edit Issue pages for internal users, in the Address Book, and in the Customer Submit Request form.

Note

If an LDAP Address Book is used, all Address Book fields are read-only.

2. Required—The second drop-down determines whether the field is required.

• Optional—The field is not required for any user who can write to it.  The user has the option of entering data in the field.
• Mandatory—The field is required for all users.  If a user tries to submit an Issue or contact record without any data in a mandatory field, the form is rejected and an error with instructions to go back and enter the information is displayed.  Mandatory fields appear in red on the Create Issue and Edit Issue pages for internal users, in the Address Book, and in the Submit Request form for Customers (it is pre-filled for the Customer if data already exists).

3. Field Type—This defines the type of data the field accepts.  Refer to Field Types for additional information.
4. Field Length—This option applies to character single-line, integer, and real number fields only.  For these fields, a field length can be defined for the field.  If defined, users must enter data of the specified number of characters when creating or editing an Issue or Request.  The following options control the characteristics of the field length:
5. Unrestricted—No field length restriction (the default).
6. Exactly—Enter a number in the first box for the exact number of characters users must enter in the field.  Leave the second input box blank.
7. At least—Enter a number in the first box for the minimum number of characters field data must contain.  Leave the second input box blank.
8. At most—Enter a number in the first box that for the maximum number of characters field data can contain.  Leave the second input box blank.
9. Between—Enter two numbers defining a range of the number of characters accepted for field data.

5. Field Size—Only applies to multi-line character fields.  Define the number of rows and columns displayed for the text box.  This only affects the size of the area displayed.  The amount of data that can be entered into multi-line character fields is virtually unlimited.
6. Define Choices—For drop-down and multi-select field types, choices are defined in a pop-up after adding the field (see below).
7. Click Add Field . The field is added to the Field dialog box.
8. The field is not added to the Address Book until you enter you password and click GO.

The Address Book also contains three additional properties that can be specified on this screen:

• Primary Key—The Primary Key is a unique identifier for each contact in your Address Book.  If the Customer Self-service feature is used, it is the ID that Customers use to log into FootPrints (along with a password).  This field should be both present and unique to all contacts.   User ID is the recommended field, and also the default for all templates.
• Organizational Unit—The Organizational Unit is used to organize contacts in the Address Book.  Examples include Department, Business Unit, or Company. It is an optional property.  If an Organizational Unit is selected, the contacts in the Address Book are grouped by the field.
• Master Contact Record—Check here to enable the Master Contact Record feature.

Note

For most versions of FootPrints, there is no limit to the number of fields allowed per project. The FootPrints database only allows 100 fields per Address Book. To add project fields, read the topic on Project Field Maintenance.

Adding a Date/Time Stamp to Internal Fields 

You can add a date/time stamp to multi-line character fields.  The date/ time stamp is displayed beside the field when you edit the Address Book field or viewit on the Details page.  When you create a multi-line character field by selecting Character (Multiple Line) as the Type or edit an existing multi-line character field, a checkbox labeled "Add timestamp to field data" is displayed.  Checking the box adds the date/time stamp.

If you use the date/time stamp option, the field acts like the Description field in that you cannot edit existing data in the field, only add to it.