Site Fields

Managing fields for multiple projects can be done using Site Fields. Creating field templates and apply them to existing projects will allow easier bulk changes across projects. Managing fields at the site-level will also help standardize testing across projects for enterprise-wide reporting with qTest Insights.

In order to proceed with the Site Fields administrative features, the user must have the Manage Site-Level Field Settings permission located in the User Profiles section. This permission is automatically included in the system generated "Administrators" profile (aka Site Administrator). 

If you would like to grant this permission to a user who does not need other site administration permissions, you can create a custom Admin Profile with only the Manage Site-Level Field Settings permission. 

Summary of Site Fields Process

1. Manage Site Fields.  Create fields and values

2. Build a Site Template. Select the Site Fields to include in the template

3. Review a project's Field Settings. Make any necessary changes in the project before you apply the Site Template to that project. 

4. Apply the site template to the project. The system will detect any duplicate fields and allow you to review the suggested field merges before you confirm the changes.

For details on each of these steps, see the sections below:

Manage Site Fields 

The Manage Site Fields page is similar to a project's Field Settings. It displays a list of fields (system and custom fields) for each artifact type (e.g. Release, Test Case, etc). Use the left navigation panel to switch from one object type to another. Within this page, you have the ability to:

  • Modify system fields
  • Create and modify custom fields
  • Define values for picklist type fields
  • Reorder fields
  • Unlike the Project Field Settings, you will not be able to deactivate a site field. Instead, you can choose to deactivate site fields within specific projects or delete the Site Field altogether.

Clone Site Fields and Values from Existing Project

If you would like to save time creating site fields, rather than creating these fields and values from scratch, you can clone site fields from an existing project following these steps:

  1. Click into Site Administration and select the Site Fields tab. This page is divided into 2 sections: Site Fields and Site Field Templates
  2. Click on the Manage Site Fields button
  3. Click on the Clone to Site button. In the pop-up dialog, select the project with the fields you would like to clone. 

IMPORTANT: The Clone to Site feature should only be used once, as using this feature will eliminate existing site templates and remove associations between projects and templates. We recommend that you only use this feature at the very beginning of the Site Fields management process so that you don't eliminate existing site templates.

Create Site Fields and Values 

In order to perform these types of actions, follow these steps:

  1. Click into Site Administration and select the Site Fields tab. This page is divided into 2 sections: Site Fields and Site Field Templates
  2. Click on the Manage Site Fields button

  3. Click on the Create Custom Field button and define your field name, field type, and any values (for picklist fields).

  4. Click on the field name to modify an existing system or custom field (e.g. change a field name, add, modify, or remove values, make the field required). 

  5. To re-order fields, use Move Up or Move Down options in the Actions icon. To re-order fields in bulk, use the checkboxes to select the fields and drag and drop into place.


Manage Field Templates

A Field Template is a grouping of site fields. A site field can be added to multiple Field Templates. Multiple projects can be associated with a single Field Template, but a given project can only be associated with one Field Template

View Existing Field Templates 

In the Field Templates section, you can view the existing Field Templates and their relationships to projects.

The Sample Field Template has been generated by the system to serve as an example for how to use a field template. Consider this as a practice template. By default, the Sample Field Template includes all systems fields and is not associated with any projects. However, you can make changes to the Sample Field Template (e.g. add more fields, modify the template name) and apply it to project(s) to experiment with the Site Fields feature.

There are 2 views to view your existing Field Templates. Click on the View By option to either "view by template" or "view by project". When you view by project, all projects will be displayed including the projects that aren't associated with templates.

Create a New Field Template

  1. From the Site Fields tab of Site Administration, click the Create Template button

  2. Input a Template name.  In this example, going to call it "Site Template - Team A" since I want to eventually apply this template across three existing projects that all correspond to Team A (i.e. Team A - Project 1, Team A - Project 2, Team A - Project 3).

  3. Browse through each object type by using the navigation panel on the left to see a list of all available Site Fields for each object type.

  4. In order to include a Site Field to your Template, select the checkbox in the Template Field column.  I also created a combo box called "New Textbox for Team A Projects" that I would like to standardize across all projects.  Keep in mind that some system generated Site Fields must be included in all Templates (e.g. Test Run status)

  5. Once you are done selecting the Site Fields for this template, click the Create button to save the new template or Save button if you edited the template.

NOTE: If you want to make changes to Site Fields in a template, click into the Manage Site Fields page, as field changes cannot be done on a Field Template. For example, create new Site Fields, add additional values, re-order Site Fields. If you wish to re-order Site Fields, you can do so within the Manage Site Fields page (or within project's Field Settings)

View or Modify Existing Field Template

  1. From the Site Fields tab of Site Administration, click on the name of a Field Template. From the Field Template page, you can perform these actions:
    • Modify Field Template Name
    • Select Site Fields to include or exclude in the Field Template using the checkbox in the Template Field column.
    • Add project(s) to apply the Field Template (see section below called Apply Field Template to Project)
  2. Once you are done making the changes to the Field Template, click the Save button.
  3. If the Template had not been applied to any projects, the Template will be saved without any further steps.
  4. If the Template had already been associated with at least one project, you will need to review the fields mapping (to compare any impacted project / Site fields) before confirming the changes.

Apply a Field Template to a Project

To ensure that the project fields are mapped and merged properly, we recommend that project administrators review the project's field settings before the site template is applied to the project. It's important to make sure that the project field name and any values match up with the respective site field name and values so that duplicate fields are merged properly.

  1. There are 3 ways to apply a Field Template to a project: 
    • From the Field Template page, in the Associated Projects section at the top, click the Add button.

    • From the Field Templates grid, in the option to View By: Field Templates, click on the Action icon and select the drop down option to Add projects 
    • From the Field Templates grid, in the option to View By: Projects, click on the Action icon and select the drop down option to Assign Template. If you assign a template to a specific project in this manner, you can skip to step #4 below.
  2. In the Add Project Associations From This Template dialog, select which projects to apply the Field Template. Once you have selected the project(s) for the Field Template, click the Save button.

    Only projects that are not already associated with a Field Template are listed in this dialog. If the project is associated with a Field Template and you want to associate it with a different Field Template, you must first remove the project from the original Field Template. Then, you can apply the preferred Field Template to that project.

  3. In the Preview Mapping dialog, you can review the field merge behavior that is suggested by the system.

Field Mapping Behavior

When applying a Field Template to project, the system will attempt to merge any duplicate fields so that you do not end up with redundant fields going forward. The system will allow you to preview the suggested mapping between project fields and Site Fields before applying these changes:

  • System fields are merged using the original names
  • Custom fields are merged using field names and field types
    • Custom site fields which do not match with any project custom fields will be created as new custom fields in the applied projects
    • Custom project fields which do not match with any site custom fields will remain as internal project fields
  • For picklist type fields, values from the site fields and projects fields are merged using their display name
    • Project values which do not match with any site values are added to the site fields
    • Site values which do not match with any project values will remain in the site fields

NOTE: When the field mapping is applied, the site administrator will see a loading bar to indicate that this change is in progress. This process will take less than one minute. During this time, other users will not be impacted, so they can continue to work within that project while this mapping takes place.

  • If the suggested field mapping is as you expect, click on the Proceed button to apply the template to the project.  If multiple projects had been selected, you can preview the field mapping one project at a time. 

Managing Fields at the Project Level

If a Field Template is applied to a project, the project's Field Settings will display the following information for each field:

  • Fields that are associated with a Field Template are labeled as Site Field
  • Fields that are specific to that project (independent of any Field Template) are labeled as Project Field

Only certain changes can be made to Site Fields within the project's Field Settings page:

  • Properties of Site Fields cannot be edited within a project's Field Settings. This change must be done in the Manage Site Fields page in Site Administration.
  • Site Fields cannot be deactivated within a project Field Settings. You can either delete the Site Field altogether or remove the Site Field from the respective Field Template so that it doesn't show up in the project.
  • Picklist type Site Fields: you ARE able to select which values are active or inactive in the project. If you would like to hide certain values from users in the project, you can mark the field as inactive.
  • You can reorder the fields within a project Field Settings (both Site Fields and Project Fields):

Creating New Projects with Templates 

After you have created site fields and site templates, you can then use these templates when creating a new project

Now that I have standardized three Team A projects, when I add a new project called "Team A - Project 4" I will be able to instantly standardize my projects fields and values with the template called "Site Template - Team A."

Object History

Currently, if you edit the name of a field or value, the affected object history will show the new field name or value name. This behavior makes sense because the old field/value was mapped to an equivalent field/value and should not be considered as a change on the object itself. Similarly, if a project field is merged with a Site Field, the previous object history will be retained. However, if you made any changes to the field name before the field template was applied to the project, the object history will refer to field name based on the current name (even if it was referred as a different field name)

Subscribe To Our Blog
Powered by Zendesk