When creating a dynamic characteristic, the order is important:
First, you must create a structure, then the characteristic. This must then be assigned to a form. After that, permissions must be assigned to the characteristic.
Note: The structure helps you organize your features.
Structure
Voraussetzung
You have administrative rights
Vorgehensweise im FM-Portal
1. Create a structure
The structure serves two purposes:
Organization: Helps you clearly structure many characteristics
Form display: Controls how characteristics are displayed in forms
Outline levels
The outline can have a maximum of four levels:
Level | Purpose | Example |
|---|---|---|
Level 1 | Organization only | "Attributes for people" |
Level 2 | Section in the form | "Employment" |
Level 3 | Grouping | "Working Time Information" |
Level 4 | Subgroup | "Additional Information" |
Path to starting point: Control Panel – Basic Data – Characteristic Catalog – Characteristic Structure
Click New in the toolbar.
Leave the Parent Structure field blank.
Enter a code of your choice, e.g., KS for cost center.
Enter a name for your characteristic.
In the Owner/Responsible field, select an entry from the personnel list. (Usually, you select yourself.)
Click Save in the toolbar.
You can now create as many additional entries as you like that are subordinate to this entry. To do this, when creating a new entry, enter the entry you just saved in the Parent Entry field.
2. Create a characteristic
Path to the starting point: System Settings – Basic Data – Feature Catalog – Feature Definition
Click New in the toolbar.
In the first selection field, select the structure you just created.
Enter a code of your choice. The hierarchy code is formed from the structure and the code.
Fill in the following required fields in the section.
Note: The system name must be unique (e.g., Text Field 55)
Enter the Product Owner. (This is usually you.)
Check the Visible box to enable the field.
In the Data Type section, specify what type of field this is. To do this, select the appropriate field type from the list. For example, Yes/No or Dropdown.
If you selected Dropdown, define in the Dropdown Settings section which catalog the field is based on.
Select "Selection values from list on attribute" if you want to define the values for the selection list directly in the attribute in the following "List of selection values" section.
If the values are to come from a static catalog in the eTASK-FM portal, e.g., cost centers or federal states, then select "Selection values from static catalog" and fill in the following "Static catalog selection" field.
If you would like to use a custom catalog instead, select "Selection values from custom catalog" and fill in the "Selection values from custom catalog" field below.
Click Save in the toolbar.
3. Assign a characteristic to a form
Path to the starting point: System Settings - Basic Data - Attribute Catalog - Attributes in Forms
Click New in the toolbar to create a new assignment.
Select your characteristic.
In the Display in Form section, select the form in which the attribute should appear.
Note: By using the Static Area (optional) field, you can decide whether this attribute should be inserted into one of the existing static info areas. You then select this info area of the form in this field. If you leave this option blank, the dynamic attribute will be inserted into its own area at the bottom of the form based on its structure.
Tip: In the Basic Settings section, you can make your feature a required field in the form and also set it to be deprecated later.
Note: Discontinued attributes are identified in a list by an exclamation mark before the entry. In the form, these attributes are marked with a symbol. This gives the editor an initial indication. Nevertheless, it makes sense to leave a note when discontinuing a feature, explaining the reason for doing so. For example: "This feature will be discontinued as of [date] without replacement." or "This feature will be replaced by feature X. Please use that one."
Check the "Display Form" box in the "Form View Settings" section.
Click Save in the toolbar.
Available Data Types
Data Type | Description | Example | Special features |
|---|---|---|---|
Text | Single-line or multi-line text field | "Comment", "Notes" | Max. length can be defined |
Number | Number field | "Working hours", "Number of seats" | Decimal places allowed |
Date | Date field | "Last maintenance date" | Optional with time |
Bit | Yes/No checkbox | "Driver's license available" | Displayed as a checkmark |
Selection | Dropdown menu | "Cost center", "Priority" | Requires value definition |
Additional options
Text fields:
Multiple lines: For longer texts (TextArea instead of TextBox)
Max. length: Limit on the number of characters
Number fields:
Decimal places: Number of decimal places
Min/Max: Valid range
Date fields:
Time: Date and time
Time only: Time only, without date
Default value today: Current date as default
General options:
Required field: Must be filled in
Clear on copy: Value is cleared when copying a record
Regex validation: Checks for a specific format (e.g., phone number)
4. Assign rights to a field
It is essential to assign rights to the new attribute so that others can see it in the form.
Path to the starting point: Control Panel - Basic Data - Attribute Catalog - Attributes in Forms
Open the entry you just created.
In the "Rights to Feature in Forms" section, assign rights to the desired user group by checking the box.
Click Save in the toolbar.
Note: If this group has rights to the attribute but not to the form (containing this attribute), the rights to the attribute will not apply.