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User-defined fields

If you want to add more properties to your processes in addition to the pre-installed fields in the process details, you can create any number of user-defined fields for this case. User-defined field…

Dennis Reichle
Updated by Dennis Reichle

If you want to add more properties to your processes in addition to the pre-installed fields in the process details, you can create any number of user-defined fields for this case.

User-defined fields can be created in the same way for other objects in SmartProcess:
- Documents
- Organizational units and roles in the organizational chart
- Roles
- Artifacts in process modeling
- Contacts
- Users

Create user-defined fields

Open any process and click on the <Edit details> link in the Details window below the process model. If you scroll all the way down in the window that opens, you will see the area for user-defined fields. If no field has been created yet, the area is initially collapsed. You can create a new field via the dropdown <Add additional fields for this view> and then <Add field>.

By selecting the type (1), you determine which information has to be entered in the field. The following field types are available:

  • Text -> Single-row text
  • Multirow text
  • Number -> Field in which only digits can be entered
  • Date -> Field with a calendar selection
  • Selection -> Drop-down list from which a single entry can be selected
  • Multi selection -> Drop-down list from which several entries can be selected
The field type can not be changed after the field has been created.

You can then assign a name for the field (2) and optionally declare it a mandatory field that must always be filled when editing the process details (3).

If you want to create a (multiple) selection field, you will also see the option to specify "Options" and a checkbox to sort these list entries alphabetically. If you click on the edit pencil on the right-hand side of this field (4), you can add selection options for the drop-down list.

For a new selection option, click the plus button and enter a name. In this example, an option "Yes" is created. Then confirm the entry with <OK>.

You can use the <trash can icon> to delete an entry that has already been created and the <pencil icon> to rename an entry. Existing entries can also be sorted individually using drag and drop.

Edit user-defined fields

As soon as at least one field has been created, the area for user-defined fields is expanded. You can edit the existing fields via <Configure fields>.

By clicking on one of the field names, you can subsequently change the properties of a user-defined field that has already been created (except for its type) or delete the entire field.

Clicking <Delete> deletes the possibility of filling this field for all processes in the system.

By clicking on <Sort fields>, the order in which the fields are displayed for input by the user can be changed using drag & drop.

Reporting by user-defined fields

Once you have created a user-defined field and logged on to the system again, you can also filter by its value. To do this, go to the Reporting menu (1), choose <Create> (2) and <Create report for processes and documents> (3).

From the drop-down menu, select "Process" as the object (4) and use the link <Additional filters> (5) to display more filter options.

You can now also filter according to your user-defined field (6), e.g. according to all processes for which the question "Processing of personal data?" was answered with "Yes". By clicking on <Display report>, you will receive the corresponding report.

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