Set up administrator user roles

Before now, when setting up workflow and security rules you may have found that you had to duplicate a number of rules: setting up one version of a rule for administrator users and another version for other, non-administrator users – ie ‘standard users’ – with the only difference between the rules being that the Assigned to project check box is selected for the standard user version of the rule, and cleared for the administrator user version. You may also have included certain user-defined field checks in the standard user version of a rule, but excluded them from the administrator user version.

You no longer need to set up two versions of each workflow and security rule in this situation. You can now specify which user roles apply to administrator users, using the Administrator role check box that has been added to the Create Role and Edit Role pages:

You should select this check box for user roles that apply to administrator users. When you configure a workflow or security rule that applies to an administrator role, users to which the user role has been assigned will be able to carry out the rule’s action regardless of whether they are assigned to the project in question, even if the Assigned to project check box is selected for the workflow or security rule.

When configuring workflow and security rules, you can now specify that specific field rules do not apply to users with administrator roles, by selecting the Ignored by administrator roles check box that has been added to the New Field Rule popup:

Selecting this check box means that administrator users can carry out the rule’s action even if this field rule is not met. For workflow and security rules, field rules that do not apply to administrator users – those for which the Ignored by administrator roles check box has been cleared – are marked with a :

More information on administrator roles

Configure user-defined fields to appear only if you select specific values in another field

You can now configure project-level user-defined fields to appear only if you select specific values in another field. For example, if you had a Sector project-level user-defined field, offering the values ‘Healthcare’ and ‘Retail’, you might want a Healthcare sector field to appear if ‘Healthcare’ was selected in the Sector field, and a Retail sector field to appear if ‘Retail’ was selected in the Sector field.

The illustration below shows the Add Project User Defined Field page, which now contains new Visibility UDF and Visible with values fields:

If you want to make the appearance of a field on the Project page dependent upon your selection in another field, select the field in which the appearance is dependent in the Visibility UDF field, and select the values that should make the field appear in the Visible with values field. For example, if you are setting up a Healthcare sector field that should only appear on the Project page if ‘Healthcare’ is selected in the Sector field:

• Select ‘Sector’ in the Visibility UDF field.
• Click Add Enum Values in the Visible with values field and select ‘Healthcare’ in the popup that appears.

If you configure the Healthcare sector field in this way, it will appear on the Project page if ‘Healthcare’ is selected in the Sector field:

If any other value is selected in the Sector field, the Healthcare sector field will not appear; in this example, a different field – Retail sector – appears, because ‘Retail’ has been selected in the Sector field and the Retail sector field has been made dependent on ‘Retail’ being selected:

More information on working with user-defined fields

Create user-defined fields in which your selection in one field determines the values available in another

As well as creating standard user-defined enumerations, you can create ‘categorised’ user-defined enumerations. These are user-defined enumerations that are associated with each other. When you create user-defined fields based on categorised user-defined enumerations, the value that you select in one field determines the values that are available in the other. For example, you might want to create a series of user-defined enumerations that define the location of a project in terms of country, county and town. Using categorised user-defined enumerations, you can set them up in such a way that your ‘Country’ selection determines the ‘County’ values that are available, and your ‘County’ selection determines the ‘Town’ values that are available. For example, if you selected ‘England’ in the Country field, the only counties available in the County field might be ‘Cheshire’, ‘Derbyshire’, ‘Shropshire’ and ‘Staffordshire’; if you then selected ‘Shropshire’ in the County field, the only towns available in the Town field might be ‘Ludlow’, ‘Shrewsbury’, ‘Oswestry’ and ‘Wem’.

If ‘Country’, ‘County’ and ‘Town’ were set up as categorised user-defined enumerations, then used in three project-level user-defined fields and displayed one after another, they would appear as follows when you created or edited a project:

More information on working with categorised user-defined enumerations

Specify the order in which workflow actions appear on the Project page

You can now specify the order in which workflow actions appear on the Project page – the page you use to create or edit projects and their programmes.

To do this, you use the Action Order page. To access the Action Order page from the Asta Vision Home page, click Admin then click Action Order:

Each workflow action corresponds to a workflow rule with the same name. All available workflow actions appear on this page in a vertical list. The list includes actions corresponding to workflow rules that are part of the standard Asta Vision workflow – coloured in green – and actions corresponding to custom workflow rules – coloured in grey.

The workflow action at the top of the vertical list will appear first on the Project page, followed by the second, the third, the fourth, and so on. Users may not see all of the workflow actions in the list on the Project page; the status of a programme determines the actions that are visible on the Project page. For example, the ‘Cancel Checkout’ workflow action will only appear for programmes that are currently checked out.

Click and drag a workflow action up or down the list to change its order:

More information on specifying the order of workflow actions on the Project page

Specify the order in which user-defined fields appear on the Project, Create User and Edit User pages

You can now specify the order in which user-defined fields appear on the Project, Create User and Edit User pages – the pages you use to create or edit projects and users.

To do this, you use the appropriate UDFs Order page. There are three UDFs Order pages:

• Project UDFs Order. To access this page from the Asta Vision Home page, click Admin, click Project UDFs then click Project UDFs Order (pictured below).
• Programme UDFs Order. To access this page from the Asta Vision Home page, click Admin, click Programme UDFs then click Programme UDFs Order.
• User UDFs order. To access this page from the Asta Vision Home page, click Admin, click User UDFs then click User UDFs Order.

All user-defined fields of the appropriate type appear on this page in a vertical list. The user-defined field at the top of the vertical list will appear first on the Project or Create User and Edit User pages, followed by the second, the third, the fourth, and so on. Users may not see all of the user-defined fields in the list on the Project or Create User and Edit User pages; the individual user-defined field settings and each user’s role determines which user-defined fields are visible.

Click and drag a user-defined field up or down the list to change its order:

More information on specifying the order in which user-defined fields appear