Managing fields for multiple projects can be done using Site Fields. You will create field templates and apply them to projects, which allows for simple bulk changes across your projects. Managing fields at the site-level standardizes 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. The system generated "Administrators" profile (aka Site Administrator) automatically includes this permission.
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
- Manage Site Fields- Create Site Fields and their values.
- Build a Site Template- Select the Site Fields to include in the Template.
- Review a project's Field Settings- Make any necessary changes in the project before you apply the Site Template to that project.
- Apply the Site Field Template to the Project- The system detects any duplicate fields and allows you to review the suggested field merges before you confirm the changes.
IMPORTANT: A qTest Project can only have one Site Field Template. However, one Site Field Template can be applied to several qTest Projects.
Read below for details on each of these steps:
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 (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 cannot deactivate a site field. Instead, you can choose to deactivate site fields within specific projects or delete the Site Field altogether.
IMPORTANT: You can reorder the Site Fields while in the "Manage Site Fields" section. These changes will flow to both the Site Field Template and to the qTest Project(s) where the template will be applied.
However, once you have edited the Template's Site Field order and the Template is applied to a specific qTest Project, the field order will need to be changed at this specific qTest Project's level. Any further changes made at the Template level do not take precedence over changes made at the individual project level.
Clone Site Fields and Values from an Existing Project's Field Settings
IMPORTANT: The Clone to Site feature should only be used once, as using this feature eliminates 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.
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: Navigate to Site Administration and select the Site Fields tab.
This page displays two sections:
- Site Fields
- Site Field Templates
- Select Manage Site Fields in the Site Fields section.
- Select Clone to Site and a pop-up dialog displays.
- Select the project with the fields you would like to clone.
Create New Site Fields and Values
To perform these types of actions, follow these steps: Navigate to Site Administration and select the Site Fields tab.
This page displays two sections:
- Site Fields
- Site Field Templates.
- Select Manage Site Fields in the Site Fields section.
- Select Add Custom Field, and define your field name, field type, and values (for picklist fields).
- Click on the field name to modify an existing system or custom field (change a field name, add, modify, or remove values, make the field required).
- 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. You can add a site field to multiple Field Templates. Multiple projects can associate with a single Field Template, but a given project can only associate with 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 of how to use a field template. Consider this as a practice template. By default, the Sample Field Template includes all systems fields and does not associate 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 ways to view your existing Field Templates. Select the View By option to either "view by template" or "view by project." When you view by project, all projects are displayed, including the projects not associated with templates.
Create a New Field Template
- From the Site Fields tab of Site Administration, select Create Template.
- Input a Template name. In this example, I use "Site Template - Team A" since I want to eventually apply this template across three existing projects that all correspond to Team A (Team A - Project 1, Team A - Project 2, Team A - Project 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.
- In order to include a Site Field to your Template, select the checkbox in the Template Field column. I also create a combo box called "New Textbox for Team A Projects" that I would like to standardize across all projects. Keep in mind that all Templates (Test Run Status) must include some system-generated Site Fields.
- Once you finish selecting the Site Fields for this template, select Create to save the new template, or select Save if you edited the template.
NOTE: If you want to make changes to Site Fields in a template, navigate to the Manage Site Fields page, as you can not make field changes on a Field Template (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 a project's Field Settings
View or Modify Existing Field Template
- 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)
- Once you finish making the changes to the Field Template, click the Save button.
- If you do not apply the template to any projects, the template saves without any further steps.
- If the Template associated with at least one project, you 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 correctly, project administrators need to review the project's field settings before applying the site template 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 adequately merged.
- 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, select Add.
- From the Field Templates grid, in the option to View By: Field Templates, select the Action icon, and then select the drop-down option. Select Add projects.
- From the Field Templates grid, in the option to View By: Projects, select the Action icon, and then 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.
NOTE: 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 it to associate 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.
Field Mapping Behavior
When applying a Field Template to project, the system attempts to merge any duplicate fields so that you do not end up with redundant fields going forward. The system allows 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 not matching any project custom fields become new custom fields in applied projects
- Custom project fields not matching any site custom fields 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 not matching any site values are added to the site fields
- Site values not matching any project values remain in the site fields
NOTE: When applying field mapping, the site administrator sees a loading bar, indicating that a change is in progress. This process takes less than one minute. During this time, there is no impact on other users. This way, they can continue to work within that project while 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 selecting multiple projects, you can preview the field mapping one project at a time.
Managing Fields at the Project Level
When applying a Field Template to a project, the project's Field Settings display the following information for each field:
- Fields associated with a Field Template are labeled as Site Field
- Fields specific to that project (independent of any Field Template) are labeled as Project Field
You can only make certain changes to Site Fields within a project's Field Settings page:
- Properties of Site Fields cannot be edited within a project's Field Settings. Make this change 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 can 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.
For example, I have standardized three Team A projects so that, now, when I add a new project called "Team A - Project 4," I can instantly standardize my projects fields and values with the template called "Site Template - Team A."
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 is not a change in the object itself. Similarly, if a project field merges with a Site Field, the previous object history is 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)