To add a record, click on the Add icon located in the Button Bar. The Add form will appear in the Dialog Area, allowing you to enter information about the issue you are reporting. A sample Add Page is displayed below.
Tracker allows your administrator to customize the fields that appear on the Add Page. Certain fields may be required (you have to enter information or select something other than the default value) when adding an issue. Depending on how your Tracker has configured the system, there may be some text at the top of the Add Page to explain which fields are required. For example, the following text or something similar can be displayed to identify required fields: "Fields marked with *, Bold and Color are required fields."
The field help will be displayed if you have checked the box for the Enable Field Help preference and your Tracker Administrator has entered information to describe this field. If a Field Help icon is displayed, move your cursor over the icon to see a description of the field.
Depending on how your Tracker Administrator has configured the system, fields called Project and Form may be displayed on the Add Page. If you have access to more than one project, make a selection in the Project field to reflect which project is related to the record you are adding. If you have access to more than one form, make a selection in the Form field to reflect the kind of record you are adding. The fields displayed on the Add Page may change depending on the form you have selected.
When a pulldown field is present on the Add page, it may be displayed as a traditional pulldown, radio buttons, vertical radio buttons or a search pulldown. In the sample, the Product field is displayed as a search pulldown. When a field is displayed as a search pulldown, you can enter key words to find any option menu items that match your criteria. To make a selection in a search pulldown, click on the Set button to the right of the field, type in one or more key words and click on the Find button. Any items that matched your criteria will be displayed, click on the item you wish to select, then click on the Set button (or simply double click on the item you wish to select).
When a date field is present on the Add Page, you can click on the calendar icon to select a date or you can manually enter a date in the appropriate format (e.g. "mm/dd/yyyy HH:MM:SS AM/PM" or the date & time format selected in the Preferences section.). The time component is optional. Click on the day to select the date to be entered into the date field. Click < or > to move backward or forward one month or click << or >> to move backward or forward one year. Click Now to set the date field to be the current date and time. Click on Exclude Time if you want to exclude the time information from being saved in the date field. For a field where the time information has previously been excluded, click Set Time if you wish to include the current time information in the field. Click OK to choose the highlighted date to be entered into the date field. Date will be selected and calendar dismissed when a date is clicked when the time is excluded. Dates displayed in red are non-business days according to the Business Days option in the Preferences section. Click Cancel to dismiss the calendar without saving changes.
When a link field (a special type of field that allows records to be cross-referenced) is present on the Add Page, you can add items by clicking on the Set button. A list of items that can be added will be displayed (if you are using a browser other than Internet Explorer, the list will not be displayed until you click on the Find button). To search for items using a key word(s), type the key word(s) into the Search Criteria field and click on the Find button. Any items that matched your key word(s) will be displayed. The key word(s) are searched within the key fields for the forms you are searching. Because Tracker can support multiple projects and forms, the Tracker Administrator can select key fields when creating a form. To find out which fields are the key fields for a certain form, go to the View Page for a record. The values of the key fields will be displayed in bold. In the View Page sample, the fields "PRN" and "Title" are the key fields as their values are displayed in bold. When a Release Number field is a key field, the value you enter into the Search text box will be searched within each individual digit of the Release Number field. For example, you can search using values like "1", "Beta 2", etc. Basically, you can search for the items that are configured as choices in the Release Number field. However, you cannot search for a combination of multiple digits at once. For example, if you enter "1.2" into the Search text box in an attempt to find records that have values like "1.2.0.None", "1.2.0.Beta 1", "1.2.1.-", you will get 0 matches because it will search for the value "1.2" within each individual digit of the Release Number.
To select an item in the link field, click on the item. To select multiple items, hold down the Ctrl button on your keyboard while clicking on the items to be added. Click on the Add or Set button to add the selected items to the Link field. To remove an item, click on the item, then click on the Remove button.
If the Link Field has been configured to allow more than one item to be linked, you will see the total number of items that are currently linked ("Count") and the maximum number of items ("Max") that can be linked below the Set and Remove buttons.
As an example of a typical record, the Product Development template (a sample database) included with Tracker has the following fields:
Depending on the configuration set by your Tracker Administrator, you may or may not see the "Add & Copy" button.
After entering the information for a new record on the Add page, you have the option to click "Add" or "Add & Copy" to save the new record. Clicking on the Add button will save the new record, then will return to a "blank" Add form so another new record can be added.
Clicking on the Add & Copy button will save the new record, but when returning to the Add form, the contents of some fields will be saved so that another similar record can be added without having to re-enter information into the fields. The fields which are copied to the Add form for the next record are selected by your Tracker Administrator.
After clicking on the Add button or the Add & Copy button, if your Tracker workgroup is set up to send email notification messages when records are added, you will see a message "Sending Email Notifications...Please wait". This message indicates that the new record has been added to the system and Tracker is sending the email notification messages.
When the Status and / or Assigned To fields are present on the Add page, the values of these fields are automatically selected based on what you have selected for the Product field (when the Product field is also displayed on the Add page). Even though the Status and / or Assigned To fields are set dynamically based on the selection made for the Product field, you can still choose other available values for these fields.
The option "State Manager" may be present in the Assigned To field. This indicates that the record you are adding will be assigned to a user based on what values you have selected in the Product and Status fields. Your Tracker Administrator configures these State Managers when setting up the workflow.
In some cases, your Tracker Administrator may have set up dependent pulldowns. Dependent pulldowns allow the value selected for one pulldown (the parent pulldown) to determine the values displayed in another pulldown (the child pulldown). When dependent pulldowns appear on the Add page, the menu option selected in the parent pulldown will limit the menu options available in the child pulldown.
If record visibility has been enabled, and you are a member of a user group that is allowed to modify the visibility of a record to user groups, a selection list called Make Visible to These User Groups will appear at the bottom of the page. This list allows you to select which user groups can see this record in the various pages like View, Edit, and Query. To select more than one user group, hold down the shift or control key while clicking.
If your Tracker Administrator has given you access to more than one project and/or form, the fields displayed on the Add Page may change depending on the combination of Project and Form you select. If you do not see the Project or Form fields on the Add Page, this indicates that you only have access to a single project and/or form.
When you have access to more than one project and/or form, the Add Page will automatically display the combination of Project and Form you last used to add a record. For example, if you have access to projects A and B and forms 1 and 2 and you last selected Project A and Form 1 to submit a record, the next time you click on the Add icon, Project A and Form 1 will be selected by default.
Depending on the privileges you have been assigned, you may see additional options at the bottom of the Add page such as "Add Attachment", "Set Alert", and "Start Discussion", some of which are shown in the Add Page sample. These options are discussed in detail below.
Adding an Attachment
If you are a member of a User Group that has Add Attachment privileges, then you may add a file or URL attachment along with the record.
To add a file or URL attachment along with the record, please follow the steps below.
After you have added a record (and if you have been given the appropriate privileges by your Administrator), you can add more attachments and/or edit or delete existing attachments by following the directions in the Record Attachments section of the Help.
Alerts are email notification messages that can be configured for a record. You can set an alert to remind you about a particular record at a later date and time. You can also set an alert to be sent to other users and groups in your organization.
Depending on the product you selected, you may have the option to set an alert for the record you are creating. If you are allowed to set an alert for the record, the box Set Alert will appear at the bottom of the Add form. Check the box if you wish to set an alert for the record. After clicking the Add or Add & Copy button, the Alert settings will be displayed as shown below.
Details on configuring Alert settings during the Add operation can be found in the Alerts section.
A discussion can be initiated for a record using the Start Discussion check box at the bottom of the Add page. The Discussion feature allows users to discuss topics related to a record in parallel to a record's progress through the workflow. When starting a discussion for a record, you can invite other users and groups to participate in the discussion.
If you have the user group privileges required to initiate a discussion, check the box for Start Discussion. After clicking on the Add or Add & Copy button to save the new record, you will be prompted with the Discussion settings as shown below:
Details on starting a Discussion during the Add operation can be found in the Discussion section.
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