Converting Organization UDFs to Site Configuration UDFs

SECURITY  Configuring UDFs requires Admin permissions to both Application-wide (Shared) Features, and Admin permissions to Service Desk (Tickets), Devices, Organizations & Contacts, Contracts & Unposting or Projects & Tasks, depending on the entity. Viewing the list of UDFs only requires one or the other. Refer to Admin security settings.

NAVIGATION  Left Navigation Menu > Admin > Admin Categories > Features & Settings > Application-Wide (Shared) Features > User-Defined Fields > User-Defined Fields > Organizations tab

Site Configuration UDFs are a second type of UDF associated with the Organization entity, in addition to the regular Organization UDFs.

• Organization UDFs are designed to contain organization or business information. If populated, they appear right on the Organization page. They do not have security protection.

• Site Configuration UDFs are meant to capture technical information at client sites, for example building access codes or emergency contact phone numbers. Because of the potentially sensitive content, individual Site Configuration UDFs can be marked as protected. Refer to Protected (check box) (Device and Site Configuration UDFs only). Your organization can then assign separate permissions to individual users to view and edit both protected and unprotected site configuration data. Refer to Viewing protected data.

With the exception of List (Multi Select) UDFs, Organizations UDFs can be converted to Site Configuration UDFs. To convert an Organizations UDF to a Site Configuration UDF, do the following:

1. To open the page, use the path(s) in the Security and navigation section above.
2. Select Convert to Site Configuration from the right-click menu.

The UDF will disappear from the Organizations UDF list.

3. Optionally, to protect the UDF, navigate to the Site Configuration tab and edit the UDF. Check the Protected check box and save the UDF.

NOTE  User-defined fields cannot be converted if they are visible or have a default value in any organization category.

All types of Site Configuration UDFs can be converted to Organizations UDFs. Do the following:

1. Go to Left Navigation Menu > Admin > Admin Categories > Features & Settings > Application-Wide (Shared) Features > User-Defined Fields, and click the Site Configuration tab.
2. Select Convert to Organization from the right-click menu.

The UDF will disappear from the Site Configuration UDF list.

NOTE  If a protected UDF is converted from Site Configuration to Organization and back to Site Configuration, the original Protected setting is restored.