Difference between revisions of "Types"

Revision as of 13:13, 23 July 2009

Types provide a method of delineating between different types of Level 2 and Level 3 items.

• Types at Level 2 and Level 3 are the equivalent of Templates at Level 1.

NOTE: Level 3 Types are configured the same manner as Level 2 Types. Any difference are noted below.

Creating Types

You can configure Level 2 Types via the Types link on the Settings page of your UTA:

• Existing Types are listed on the left of the page.
• Details of each type are displayed on the right of the page and new types are added to the right of the page.

Type Settings

Each type of Level 2 Entity or [[[Level 3 Entity]] has the following settings:

• Name - Display name for the Type.
• Display Order - The order in which the types are listed in the type combo box.
• Colour Code - A colour code used to display different types in the list view.
• People Workflow (Level 2 only) - Allows you to attach a Tracking Activity Assignment Workflow to this Type.
• Is Default Type (Level 2 only) - Allows you to select which Type will be the default when a new Level 2 is created.

• Note: if you select more than one type to be the default this will not function.

• Display as Tab - This Type will be displayed on a separate tab in the list of Level 2 activities at the bottom of a Level 1 record.

• (or in the list of Level 3 activities at the bottom of a Level 2 record)

• Tab Label (Level 2 only) - Allows you to define a name for the tab if Display as Tab is select.

• If you use the same tab name for multiple Types they will appear on the same tab, allowing you to group related Level 2 Types.

• Show External (Level 2 only) - This check box indicates whether or not this type of activity should be shown to external users.
• Access Roles - Select the Roles that can create this type of activity.
• Level 2/Level 3 Formula - A set of expressions used to calculate values when the Level 2 or Level 3 item is saved. Similar to the Level 1 Template formula. (See Template / Type Formulas)
• Reminder Settings (Level 2 only) - The subject and content of the Reminder message. These fields are only applicable if you have included reminder standard fields in your Level 2 Entity.
• Follow Up Settings (Level 2 only) - The subject and content of the Follow up message. These fields are only applicable if you have included follow up standard fields in your Level 2 Entity.
• Restrict Contact Assignment by Contact (Level 2 only) - Allows you to restrict contact assignment for this Level 2 Type to named contacts.

For example, if the Level 2 Type is "Dissertation Review", and if there are 2 people in your company that look after all dissertation reviews you would specify them here by name so that only they could be assigned to level 2 records of this type

• Restrict Contact Assignment by Role (Level 2 only) - Allows you to define which contact Roles can be assigned to this Level 2 Type.

For example, if the Level 2 Type is "Legal Contract", you may wish to specify that only contacts with the role of "Lawyer" can be assigned to records of this type.

Reminder & Follow-up Settings

• By default, if there is no owner standard field - as is the case with calendar activities - then the last person to update the activity will be set as the owner.

• If there is an owner standard field enabled, then the owner will be selected when creating reminders or follow-ups.

Type Custom Fields

You can define Custom Fields that will appear only on the Level 2 or Level 3 records of a given Type.

• To define these fields, click on the Fields button next to the relevant Type. Then create the desired custom fields in the normal fashion.
• The Display Order of the Custom Fields you create on a Type works in conjunction with the Display Order on any general Level 2 or Level 3 Custom Fields that have been defined.

For example, if you have a Custom Field on a Level 2 Type with Display order of 15, it would appear between the global Level 2 custom fields with display orders of 10 and 20.

See Also

• Restricting Level 2 Types to Specific Level 1 Templates
• Template / Type Formulas